QuickBooks® Online Integration Overview

User Personas: Admin | Project Management

It is time consuming to keep two databases of foundational data up to date, and manually transferring data from one software to another leads to errors. eSUB's QuickBooks® Online (QBO) Integration will help streamline your payroll processing by eliminating double entry and syncing timecard data directly to QBO after approvals are made in eSUB. This will allow your field and office teams to save time on payroll and utilize that time in other areas to keep your teams running efficiently.

In order to utilize the QBO Integration, you must have the following:

• A compatible edition of QuickBooks® (See supported editions below).

• Purchase of an eSUB Base or Advanced package + QuickBooks Online integration Add-On

• User Permission setting: Integration - Accounting and Timecard Management - Sync to Accounting Package

IMPORTANT: When setting up your eSUB database be sure to turn on the eSUB QuickBooks® Online integration before adding cost codes, projects, and/or crew members. This will ensure you will not have sync/linking issues and need to reconcile your data.  

Use the links below to quickly jump to a topic:

• Field Mapping Reference Points

• Getting Started
• Supported Editions
• Unsupported Editions

Field Mapping Reference Points

Mapping Details:

• New QuickBooks Customers will create new Contacts in eSUB’s Contact Log.
• New QuickBooks Vendors will create new Contacts (with the Supplier Business Type) in eSUB’s Contact Log.
• New QuickBooks Employees will create a new Crew Member in eSUB’s User Log.
• New QuickBooks Items (Type: Service) will create new eSUB company level Cost Codes

• New eSUB Projects can create a new Sub Customer in QBO or be manually mapped to an existing project in QBO from the eSUB Project Mapping tool. 

• Approved Timecards will be available to be synched into QuickBooks® Online to create new Time Activities.

Getting Started

1. Reach out to your Strategic Consultant for best practices
2. Review QuickBooks® Online Detailed Data Mapping & Considerations
3. Follow the step in this article: QuickBooks® Online Integration Initial Setup

Supported Editions

• QuickBooks® Online Plus edition
• QuickBooks® Online Advanced edition

Unsupported Editions

• Simple Start

• Essentials

• QuickBooks® Desktop