To get started, select “Connect to QuickBooks Online'' under Accounting integrations at the top of the Invoices page. From there, you can see our QuickBooks Online settings page.
The first step will be to directly connect your QuickBooks Online account. By clicking “Connect to QuickBooks”, you’ll be prompted to sign into your QuickBooks Online account.
After signing in, you’ll receive a confirmation from QuickBooks asking if you’d like to authorize Justworks to connect to your QuickBooks.
After connecting your Quickbooks Online account, you’ll need to create company-level mapping for both your payroll bank account and transaction types to your Chart of Accounts.
The “Bank account mapping” should be mapped to the bank account you have linked to Justworks.
Now that you’ve set up your bank account mapping, you’ll need to map each pay type in Justworks to an account or sub-account from your Chart of Accounts in QuickBooks Online.
Each payment type is grouped in a category with similar payment types. You can use the drop down next to the category name to assign a default QuickBooks Online account to any blank payment types. If necessary, you can use the drop down next to each individual payment type to specify a separate QuickBooks Online account.
Certain payment types can be expanded by clicking the caret “⌄” to the right. This allows you to assign QuickBooks Online accounts on a granular level.
Keep in mind here that you’ll have to link every pay type to an account in order to complete setting up your integration. This includes items you may not yet utilize such as contractor and vendor payments. However, you can link multiple Justworks pay types to the same QuickBooks Online Account from your Chart of Accounts.
If you have account numbers enabled in QuickBooks Online, these will automatically be visible with the account name in the drop down.
Department Override Mapping
If you’d like to track payroll expenses by department, you have the option to do so as well. Once you’ve set up your pay default company mappings you’ll see the option to override account mappings by department in Justworks to their own accounts in QuickBooks Online.
Choose the department that you’d like to assign account overrides to and click the “Edit” button to the right hand side. This will take you to a screen where you can assign individual transaction types allocated to a department to a specific account within Quickbooks Online.
Unlike in the company-level defaults, you will not need to assign an account override to each department or for each pay type within a department. Any pay type not mapped on the department level will still reflect under the QuickBooks Online account mapping for that pay type listed in the company-level settings.
Justworks QuickBooks Online integration allows for class and subclass mapping by department. Similar to department overrides, this option will be available once you have set up your pay default company mappings.
Sending Invoices to QuickBooks Online
After your payments process and invoices are created in Justworks, you will be able to send each invoice over to QuickBooks Online with the click of a button.
From the Invoices tab, you’ll see the option to ‘Send to QuickBooks Online’ next to each invoice.
If you don’t see Send to QuickBooks Online next to each invoice, return to the “Connect to QuickBooks Online” page to make sure you have all pay types mapped to an account.
Once sent, you’ll be able to see each Justworks invoice you send to QuickBooks Online as an Expense in your QuickBooks Online Account.
Once you click into ‘View/Edit’ from a certain expense, you’ll see a further breakdown by category. This will match what you see for each invoice in Justworks, mapped out to the specific account in QuickBooks Online.
This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for, legal or tax advice. If you have any legal or tax questions regarding this content or related issues, then you should consult with your professional legal or tax advisor.