Mapping resources to QuickBooks employees and vendors

SECURITY  Admin access to the QuickBooks data file and security level with permission to configure the QuickBooks Extension. Refer to Admin security settings.

NAVIGATION   > Admin > Extensions & Integrations > QuickBooks Extension (New) > Web Connectors > context menu > Manage Mappings (Autotask > QuickBooks) > Resource > Employee/Vendor

If you are planning to transfer the timesheets and expense reports of your resources to QuickBooks, you must either map Autotask resources to QuickBooks employees or vendors, or allow Autotask to set up new (and possibly duplicate) employee or vendor records during the transfer.

  • For timesheet transfer, resources can be mapped to QuickBooks employees or vendors.
  • For expense transfer, resources must be set up as vendors.

NOTE  Best practice is to make sure all employees and vendors are set up in QuickBooks before you run the web connector for the initial sync to Autotask, so they are available on this mapping page.

If you do not generate your payroll out of QuickBooks, you may want to set up your resources as vendors, since this works for both timesheets and expense reports.

If a resource is not mapped, we will make an attempt to match on name when an item is transferred for that resource. The resource will be mapped if a match is found.

If no match is found, we will do the following:

  • For expense report transfers, a new vendor will be created with the following name format: v-Lastname, Firstname.
  • For payroll transfers, the transfer will fail.

To map resources:

  1. To open the page, use the path(s) in the Security and navigation section above. The QuickBooks: Resource Mapping page will open.
  2. To select an employee or vendor for timesheet transfer, click the dropdown icon in the QuickBooks Employee/Vendor Mapping (for Payroll) column and select the matching QuickBooks record. The list of vendors appears below the list of employees.
  3. For expense transfer, repeat the process in the QuickBooks Vendor Mapping (for Expenses) column.
  4. Click Save.