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Map Gusto departments to QuickBooks Classes

Gusto teams and QuickBooks Classes often mirror each other. This means payroll expense information synced over through the Gusto/QuickBooks Online or QuickBooks Desktop integration for a Gusto team would ultimately be tagged manually with a corresponding QuickBooks Class. The same expense account can be used for each team and have an assigned QuickBooks Class. This keeps the reports in QuickBooks much cleaner and easier to understand.

Set up the Gusto departments and QuickBooks classes sync

  1. Click the Settings tab of your account.
  2. Click the Customization tab.
  3. Enable Gusto Departments.
  4. Add specific departments under the People tab and assign employees and/or contractors to the departments.
    • Note: these departments can mirror your QuickBooks Classes.
  5. Set up your QuickBooks Integration in the Settings tab under Integrations, connecting the company Gusto account to its corresponding QuickBooks Account.
  6. Map the Teams or Departments to your QB classes under Class Mapping.
    • QuickBooks Desktop Classes (Desktop): Export a new IIF file with the chart of accounts and classes ('Class List' selected) and upload the file into Gusto.  The Class mapping options will automatically appear.  
    • QuickBooks Online Classes (Online): Any classes added or updated in QBO under Lists are automatically pulled over to Gusto.
  7. Save the mappings.
  8. Process a payroll. Select sync to send the entry into QuickBooks if auto-sync is not enabled.
  9. Pull up the Journal Entry in QuickBooks in the bank register.
  10. The expense and liability line items will now be tagged with a QuickBooks Classes based on the mapping selections from step 5.

Example case

I have two departments set up in Gusto, one for my engineering team and one for my marketing team.  I have two QuickBooks Classes I am using to categorize my expenses in QuickBooks, an "engineering" class and a "marketing" class. When using my Gusto and QuickBooks integration, I'd like the payroll expense detail which syncs in my Journal entry (i.e. regular wages, employer taxes, benefit expenses) for my engineering team and marketing team to be tagged with their corresponding classes automatically.

In Gusto under my integration settings, I can now add team mappings for my engineering and marketing teams. Once they have been added, I can select a QuickBooks class for each team.  The “engineering” class for my engineering team mapping and the “marketing” class for my marketing team. When my payroll detail syncs to QuickBooks from Gusto, the classes will be included in the entry based on my selection.