Map Gusto departments to QuickBooks Online classes

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

Set up the Gusto departments and QBO classes sync

  1. Navigate to the Settings tab of your account.
  2. Enable Gusto Teams and Departments.
  3. Add specific departments under the People tab and assign employees and/or contractors to the departments. Note: these departments can mirror your QBO Classes.
  4. Set up your QBO Integration in the Settings tab, connecting the company Gusto account to its corresponding QBO Account.
  5. Select your expense accounts under Default Account Mapping.
  6. Map the Teams or Departments to your QBO classes under Class Mapping. Note: QBO Classes can be added or updated in QBO under Lists.
  7. Save the mappings.
  8. Process a payroll. Select sync to send the entry into QBO if auto-sync is not enabled.
  9. Pull up the Journal Entry in QBO in the bank register.
  10. The expense and liability line items will now be tagged with a QBO 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 QBO Classes I am using to categorize my expenses in QBO, an "engineering" class and a "marketing" class. When using my Gusto and QBO 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 QBO 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 QBO from Gusto, the classes will be included in the entry based on my selection.  

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