QuickBooks® Online Detailed Data Mapping & Considerations

User Personas: Admin | Project Management

eSUB's QuickBooks® Online (QBO) integration will help streamline your payroll processing by eliminating double entry and syncing timecard data directly to QuickBooks after approvals are made in eSUB.

For a high-level overview of the integration including field mapping reference points, integration features, recommended sync order, and supported versions, reference this article: QuickBooks® Online Integration Overview. This article goes into further detail of each integration item and the specific information that is being transferred. (Items in parenthesis are the QuickBooks® Online terms)

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 in eSUB. 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:

• Cost Codes (QBO Service Items)
• Crew Members (QBO Employees)
• Contacts (QBO Customers)
• Supplier Contacts (QBO Vendors)
• Projects
  • Sync to QuickBooks® Online Sub Customer
  • Map to QuickBooks® Online Project
• Timecards (QBO Time Activities)

Cost Codes (QBO Service Items)

When a new Service Item (within Products & Services) is created in QuickBooks® Online, a corresponding Cost Code is created in eSUB.

*Required Fields

Considerations:

• Only Items with type Service are created as eSUB Cost Codes.

• A SKU must be entered in QBO to sync the Service Item into eSUB.

• Service Items are defaulted to be created as "Labor" category Cost Codes in eSUB. It is recommended that you review your Cost Code company settings with your Strategic Consultant or Client Success Manager. 

Note - If identical Cost Code Name and/or Number already exists in eSUB, a duplicate will not be created.

Crew Members (QBO Employees)

When a new Employee (within Payroll) is created in QuickBooks® Online, a corresponding Crew Member is created in eSUB.

*Required Fields

Considerations:

• If there is no Employee ID on the Employee page in QBO, eSUB autogenerates the Employee Number using the Employee’s display name.

• An Employee will not pull in to eSUB if an employee "Release Date" has been added in QBO.
• If an Employee is already synced to eSUB and a "Release Date" has been added in their Employee profile in QBO, the corresponding eSUB Crew Member will have their status automatically update to Unavailable.

• If an Employee’s Name or Employee ID is changed in QBO, the corresponding Crew Member Name and Employee No. will update in eSUB. (This only occurs if the Crew Member was originally created via the integration).

Note - If Crew Member Name already exists in eSUB, a duplicate will not be created.

Contacts (QBO Customers)

When a new Customer (within "Customers & Leads") is created in QuickBooks® Online, a corresponding Contact is created in eSUB.

*Required Fields

Considerations:

• If QBO Company Name is blank, the Customer Display Name will populate the Business Name in eSUB.

• The available contact Business Types in eSUB are Consultant, GC, Supplier, Owner, Subcontractor, and Architect. The QBO contact defaults to the GC contact type if no Customer Type is entered or if the Customer Type does not match an applicable eSUB Contact Business Type.

• Customers in QBO will not pull into eSUB if they are noted as Inactive.
• After the initial sync, eSUB Contacts are not updated if changes are made to the QBO Customer profile.

Note - If identical Customer Contact Name & Business Name already exists in eSUB, a duplicate will not be created.

Supplier Contacts (QBO Vendors)

When a new Vendor (within "Expenses") is created in QuickBooks® Online, a corresponding Contact (with business type Supplier) is created in eSUB. 

*Required Field

Considerations:

• If QuickBooks Online Company Name is blank, the Vendor Display Name will populate the Business Name in eSUB.

• Vendors in QBO will not pull into eSUB if they are noted as Inactive.
• After the initial sync, eSUB Supplier Contacts are not updated if changes are made to the QBO Vendor profile.

Note - If identical Supplier/Vendor Contact Name & Business Name already exists in eSUB, a duplicate will not be created.

Projects

Projects may be created in eSUB and then linked between eSUB and QuickBooks® Online in two ways. 

Sync to QuickBooks® Online Sub-Customer

When a new Project is created in eSUB, a corresponding Sub-Customer is created in QuickBooks® under the Customer: eSUB Projects. 

Considerations:

• Projects are required to be enabled in QuickBooks® (In QuickBooks® Online: Account and Settings > Advanced > Projects).

• The project status in eSUB must be set to Open to sync to QuickBooks®

• The eSUB project will be created as a Sub-Customer within the 'eSUB Projects’ Customer in QuickBooks®

  • You can change the Customer association within QuickBooks® or Convert the Sub-Customer to a QBO Project. 

Note - If an identical Sub-Customer already exists in QuickBooks® Online a duplicate will not be created.

Map to an Existing QuickBooks® Online Project

Once a project is created in QuickBooks®  Online and eSUB Fusion, they may be linked together in order to successfully map time into QuickBooks® Online. To link projects follow the steps below:

1) Confirm the project is created in both QuickBooks® Online and eSUB Fusion

2) Select Integrations from the Global Navigation Menu

3) Select the Project Mapping Tab

4) For any unlinked eSUB Fusion projects, select the dropdown under the Accounting Project column, click on the corresponding QuickBooks® Online project, then select LINK.

Timecards (QBO Time Activity)

Considerations:

• Only timecards with Approved or Exported statuses in eSUB will be able to be synced to QuickBooks® Online

• OT/DT hours in eSUB will be entered into Total Hours in QuickBooks® by default.

• Zero- and Negative hour timecard records in eSUB are not able to be synced to QuickBooks® Online

• Records that are currently in progress of being synced, will be omitted from sync if selected for sync again. Sync can be attempted again once the record has finished processing

• To Sync a Timecard to QuickBooks® Online, the user must have the Timecard Sync permission set to "Yes" within their applicable group's User Permissions.