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Map your chart of accounts from Quickbooks Online to Gusto

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

  • Bank Account
  • Earnings Types (Regular, Bonus, Commission etc.)
  • Employer Taxes
  • Reimbursements
  • Benefit Expenses
  • Benefit Liabilities
  • Deduction/Garnishment Liabilities
  • Owner's Draw

In order to properly sync over the payroll details through our integration, each of these payroll items will need to be linked to an account that is pulled directly from the Chart of Accounts in QuickBooks Online.

Once all payroll items are matched with the corresponding accounts, the building blocks are in place for the Journal Entry that Gusto will sync over into your accounting software. 

The more accounts you choose when setting up your integration, the more detail there will be in the line entries on your Journal Entry. More detail in the entry results in more detailed reports in your accounting software (profit and loss report, expense reports, outstanding liability reports etc.).

If you don’t see an account you’d like to use, hop into your QuickBooks Online chart of accounts and create an account. Refresh your page and it will be available in Gusto.

Job mappings

Job code mapping is another way to add additional granularity. Mapping accounts by job is useful for businesses with multiple employees in the same role and when some employees work some hours in one role and other hours in another role. 

Hourly employees can be assigned to multiple roles while salary employees can only be assigned to one role. 

This means you can have the earnings of one job go to one account and the earnings of a second job go to a different account. This will expand the entry we send over into the accounting software.

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.

QuickBooks Online classes

When setting up your mappings, you will simply align a department with a Class. As a result the same accounts in your default department mappings will now be tagged with Classes. The payroll entry will then tie to your dimensional reporting needs in your accounting software. You can even have a combination of different expense accounts with different Classes.

Project mapping

When setting up your mappings, you can associate specific project work to specific Classes. Mapping by projects (as opposed to job codes or departments) is good for businesses with multiple people in the same role and when some employees work hours in one role and other hours in another role.

Benefits and deductions

Since Gusto does not take any money for benefits or deductions, we include a mapping for benefit/deduction liabilities. This will create line items within the journal entry and accrue an amount owed for the benefit/deduction. When the benefit/deduction is then paid to the correct party, in QuickBooks Online you can offset your liability and zero out the amount owed.  

Click here to learn more about mapping your accounts.

Mapping FAQs

Q: If I update my mappings, can I re-sync a payroll to update the journal entry?

A: Yes

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 a third party payroll provider you will no longer have tax payments coming over to your balance sheet as a liability.

Q: How do I handle checks?

A: We recommend printing checks from your Gusto account or handwriting them. You can then reconcile the journal entry from Gusto when the checks are cashed by your employees. We do incorporate the amount of each check in our Journal entry.

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.

Q: Do you support QuickBoks Online classes?

A: Yes


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