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Map Gusto projects to QuickBooks Online Classes

Gusto projects and QuickBooks Classes often mirror each other. This means payroll expense information synced over through the Gusto/QuickBooks Online integration for a Gusto project 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 projects (as opposed to departments or job codes) is good for businesses who want to see total workforce costs by project in order to make business decision, such as adjusting hourly rates for clients.

You must have either project, job code or department mapping enabled to map to QuickBooks Online Classes.

Map Gusto projects to QuickBooks Classes

  1. Make sure you have the following already set up:

  2. Go to the App directory.

  3. Under Categories, click Accounting.

  4. Click QuickBooks Online.

  5. Click Edit settings on the right side of the page.

  6. Toggle to Enable Project Mappings.

    • Keep in mind: You can only map your chart of accounts by projects, jobs, or departments, not more than one.

  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 projects 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 project.

    • If multiple projects share tracking categories, there will not be separate line items when synced to your accounting software. Instead, the project wages will be lumped together.

    • These transactions will be exported by project to your accounting software account. If any projects 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 project mapping selections 

Example case

I have two projects 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 project mappings for my Roofers and Designers. Once the project titles have been added, I can select a QuickBooks class for each project.  The “construction” class for my Roofer projects and the “creative” class for my Design project. 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.