Chart of accounts integration mapping

Map your chart of accounts to ensure the data exported from Gusto posts to the correct accounts in your accounting software. When viewing the chart of accounts, you'll notice two columns of items. Simply choose which Gusto payroll item (left side) should post to which account seen in QuickBooks Online, QuickBooks Desktop, FreshBooks, or Xero (right side). Create the mapping that best fits your accounting needs.

Left side: Gusto payroll items

The items on the left side are Gusto payroll items that can be posted to your accounting software accounts. This includes: 

  • Bank Account: Reported expenses will come from this bank account.
  • Regular Wages: Total amount of net pay + employee taxes.
  • Reimbursements: Total reimbursements for all employees.
  • Employer Taxes: Total amount of employer taxes.
  • Amounts withheld but not paid by Gusto: This includes deductions/garnishments, benefit contributions, or any taxes not paid by Gusto (i.e. NY SDI). These amounts are kept in the company's bank account for you to pay outside of Gusto. An expense item and corresponding liability item are listed out separately for this amount.

Once an item is listed, it never disappears from this mapping. If an item is later deleted from the Gusto account (i.e. a garnishment deduction for an employee is removed), the item will still appear in this mapping.

Right side: accounting software selections

 The selections on the right side are account names directly pulled from your accounting software. Only expense accounts and liability accounts are pulled down for mapping.

If you do not see an option that seems appropriate, check the chart of accounts setup directly in your accounting software. Once you edit or add a new expense or liability account, this will appear as a selection in your mapping immediately after refreshing the page.

Questions and Answers

Q: Are payroll taxes listed out separately in the mapping?
A: For all payroll taxes that Gusto pays on your behalf, these amounts are lumped into either Regular Wages (for employee taxes) or Employer Taxes. You no longer need to worry about the liability for these owed taxes. Gusto incurs this liability and reduces the amount of cash for the expenses right away.

For taxes that Gusto cannot pay to the agencies (i.e. NY SDI), these are listed out separately as an expense and as a liability. Since we cannot pay these on your behalf, the expense and liability items will be posted to your accounting software. You can later reconcile the liability once it has been paid outside of Gusto.

Q: How can I post over individual employee payroll information?
A: Payroll information is pushed over at the company level. Gusto does not currently support mapping for individual employees.

However you can accomplish this by using Departments. Add one employee to each department, which can then map to specific accounts. Post this over to see the individual employee payroll details.



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