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Map Gusto departments to QuickBooks Classes

Gusto departments 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 department can be tagged 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.

Mapping by departments (as opposed to job codes) is good for businesses who want to better understand payroll expenses of a department or a division.

Map Gusto departments to QuickBooks Classes

  1. Make sure you have the following already set up:
    • You have an accounting integration with QuickBooks Online or QuickBooks Desktop
    • Your original chart of accounts has already been mapped.
    • QuickBooks Classes have been set up in your accounting software.
  2. Enable Gusto departments by clicking Settings then Customization.
  3. Add specific departments under the People tab and assign employees and/or contractors to the departments. 
    • These departments can mirror your QuickBooks Classes.
  4. Click the Settings tab.
  5. Click the Integrations tab.
  6. Click Accounting.
  7. Select the software you're using.
  8. Click Edit settings on the right side of the page.
  9. Toggle to Enable Department Mappings.
    • Keep in mind: You can only map your chart of accounts by departments or jobs, not both.
      • Job mapping available to QuickBooks Online and Xero users. 
  10. Click Save.
  11. Review or select accounts under "Default Account Mapping".
  12. Scroll to the "QuickBooks Class Mapping" headline.
  13. Click Setup next to the Department(s) you've created and map to your QuickBooks Classes.
    • 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.
  14. Click Save.
  15. Repeat for each department.
    • If multiple departments share mappings, there will not be separate line items when synced to your accounting software. Instead, the department wages will be lumped together.
  16. Process a payroll. Select sync to send the entry into QuickBooks if auto-sync is not enabled.
  17. Pull up the Journal Entry in QuickBooks in the bank register.
  18. The expense and liability line items will now be tagged with a QuickBooks Classes based on the mapping selections.

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.  

Payroll, benefits, HR and more.