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Map Gusto job codes to QuickBooks Online Classes

Gusto jobs and QuickBooks Classes often mirror each other. This means payroll expense information synced over through the Gusto/QuickBooks Online integration for a Gusto job 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 job codes (as opposed to 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. 

You must have either job code or department mapping enabled to map to Xero Tracking Categories.

Map Gusto job codes to QuickBooks Classes

  1. Make sure you have the following already set up:
  2. Click the Settings tab.
  3. Click the Integrations tab.
  4. Next to accounting software, click edit.
  5. Click Edit settings on the right side of the page.
  6. Toggle to Enable Job Mappings.
    • Keep in mind: You can only map your chart of accounts by jobs or departments, not both.
  7. Click Save.
  8. Review or select your accounts under Default Account Mapping.
  9. In the QuickBooks Online Class Mapping section, click setup to map your jobs by QuickBooks Classes
    • Any classes added or updated in QBO under Lists are automatically pulled over to Gusto.
  10. Click Save.
  11. Repeat for each job.
    • If multiple jobs share tracking categories, there will not be separate line items when synced to your accounting software. Instead, the job wages will be lumped together.
    • These transactions will be exported by job code to your accounting software account. If any jobs are left unmapped, they will sync based on the original chart of accounts mappings.
  12. Process a payroll. 
  13. Select sync to send the entry into QuickBooks if auto-sync is not enabled.
  14. Pull up the Journal Entry in QuickBooks in the bank register.

The expense and liability line items will now be tagged with QuickBooks Classes based on the job mapping selections 

Example case

I have two jobs set up in Gusto, one for a Roofer, and one for a Designer.  I have two QuickBooks Classes I am using to categorize my expenses in QuickBooks, a "construction" class and a "creative" 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 Roofers and Designers to be tagged with their corresponding classes automatically.

In Gusto under my integration settings, I can now add job mappings for my Roofers and Designers. Once the job titles have been added, I can select a QuickBooks class for each job.  The “construction” class for my Roofer jobs and the “creative” class for my Design jobs. 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.