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Map your chart of accounts from FreshBooks to Gusto

When setting up your mappings you will be prompted to add:

  • Earnings Types (Regular, Bonus, Commission etc.)
  • Employer Taxes
  • Reimbursements

The more accounts you choose when setting up your integration, the more detail there will be in the invoice sent to Freshbooks. More detail in the invoice results in more detailed reports in Freshbooks.

For example, if you'd like all wages from all employees to go to the same expense account, regardless of what type of earnings they are, you would select the exact same expense account for all earnings items. For reporting purposes you would have one expense account item measuring all earnings.

If you'd like to break out different types of earnings into different expense accounts you can make different account selections for each earnings type by selecting Advanced in your mapping settings.  For example, you could have one expense account for vacation pay and a different expense account for overtime.

Learn more about account mapping.

Department mappings

Department mappings are another way to add additional granularity. With department mappings you can use different accounts for the different payroll items within a department.  This means you can have the earnings of one department go to one account and the earnings of a second department go to a different account.  This will expand the entry we send over into the accounting software.

As an example, I have two departments: Design and Marketing.  Before I enabled department mappings, all regular wages earned went to one "salaries and wages" expense account.  After enabling department mappings, I can use two expense accounts: a "Sales Wages" expense account and a "Marketing Wages" expense account.  When running reports in my accounting software I will have this additional breakdown.

Mapping FAQs

Q: Do you book the wage expense as gross wages or net wages?

A: Gross wages, meaning the wage expense will include employee pay, employee taxes, and employee deductions. Employer taxes and employer contributions will have their own expense line item. 

Q: Do you break out individual taxes?

A: We do not break out individual taxes. By transitioning to Gusto you will no longer have tax payments coming over to your balance sheet as a liability. Taxes are handled on a cash basis instead of an accrual basis, our tax debits for each payroll are considered a closed transaction.

Q: Can I post over individual employee payroll information?

A: Gusto does not currently support mapping for individual employees.  Payroll information is pushed over at the company level.

However you can accomplish this by using Departments. Add one employee to each team, which can then map to specific accounts. Post this over to see the individual employee payroll details.

Q: What if I won't be using one of the payroll items listed?

A: The item will still need to be mapped to an account. If the payroll item isn't applicable, nothing will come over related to the account that is selected within your entry. Only payroll items that apply to a processed payroll will populate within the synced entry.