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To get started, select “Connect to QuickBooks Online” under Accounting integrations at the top of the Invoices page. You’ll be prompted to sign into your QuickBooks Online account, which allow you to map pay types in Justworks to your Chart of Accounts in QuickBooks Online. You'll also be able to send invoices from Justworks over to QuickBooks Online.
Bank Account Mapping
Next, you’ll need to create a mapping for your bank account. The “Bank account mapping” should be mapped to the bank account you have linked to Justworks.
Pay Type to Account Mapping
Now that you’ve set up your bank account mapping, you’ll need to map each pay type in Justworks to an account from your Chart of Accounts in QuickBooks Online.
You can also link to sub-accounts from your Chart of Accounts.
Keep in mind here that you’ll have to link every pay type to an account in order to complete setting up your integration. You can, though, link multiple Justworks pay types to the same QuickBooks Online Account from your Chart of Accounts.
Contractor & Vendor Payments
Two of the Justworks pay types you must map in order to successfully connect to QuickBooks Online are Contractor Pay and Vendor Pay. Here, when you send an invoice that includes contractor or vendor pay, you will see each recipient listed out from the Expense tab in QuickBooks Online.
For example, if your company paid two of its vendors (Maroon Crab and Olive Salmon):
You’ll see those broken out individually from the Expenses tab over in QuickBooks Online:
You’ll also see the different vendors specified when viewing the relevant account from the Chart of Accounts in QuickBooks Online.
Department Mappings
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 type mappings in the general setup above, you’ll see the option to map payments for each department that you have in Justworks to their own accounts in QuickBooks Online.
Unlike in the general setting above, you will not need to map each pay type to an account when setting up department mapping. Therefore, any pay type not mapped on a department level will still reflect under the larger QuickBooks Online account for that pay type.
One good way to use department mappings is to create sub-accounts for each department for common pay types. For example, you could create several sub-accounts of the general Salary + Wages account, so that there’s one for each of your company’s departments. When you send an invoice over from Justworks to QuickBooks Online, you will see those departments broken down when viewing the invoice in the Expenses tab.
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 QBO’ 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.