QuickBooks Desktop Configuration

Required Permission

Company Setup - You must have the Company Setup permission to access this setting.

Configure how Readybuild maps data to QuickBooks Desktop. The configuration includes three main areas: Employee Mapping, Payroll Code Mapping, and Cost Code Mapping.

Employee Mapping

Map Readybuild users to QuickBooks employees for accurate time entry exports.

Why Employee Mapping Matters

When time entries are exported to QuickBooks, the system needs to know which QuickBooks employee corresponds to each Readybuild user. Without this mapping, time entries cannot be properly attributed.

Setting Up Employee Mapping

1. Click the Employee Mapping tab
2. For each Readybuild user, select the corresponding QuickBooks employee from the dropdown
3. Click Save to store the mappings

Refreshing Employee Data

The employee list comes from QuickBooks and is cached in Readybuild:

1. Click the Refresh button on the Employee Mapping tab
2. This queues a request to fetch the latest employee list from QuickBooks
3. Wait for the next Web Connector sync to complete
4. Refresh the page—new employees will appear in the dropdown

How Employee Sync Works

Employees are imported from QuickBooks using an iterative fetch that processes records in batches. The system retrieves all active employees and stores them for mapping purposes. The cache is refreshed each time you click the Refresh button and complete a sync.

Payroll Code Mapping

Link Readybuild pay types to QuickBooks payroll items for time entry exports.

Understanding Payroll Resolution

When exporting time entries, the system determines which QuickBooks payroll item to use through a multi-level resolution process:

1. Category-specific override (if the time entry's cost category has a specific mapping)
2. Company default for the pay type (if no category override exists)

This allows you to have different payroll items for the same pay type depending on the work category.

Setting Up Payroll Mappings

1. Click the Payroll Code Mapping tab
2. For each pay type, configure:
   • Default Payroll Item: The QuickBooks payroll item to use by default
   • Category-specific overrides: Different payroll items for specific cost categories
3. Click Save to apply

Common Pay Types

Pay Type	Description
Regular Time	Standard hourly work
Overtime	Time worked beyond standard hours
Double Time	Premium overtime rate
PTO/Vacation	Paid time off

Category Overrides

Category overrides let you use different payroll items based on the type of work:

Category Type	Example Use Case
Billable	Client-billable labor at premium rates
Design	Design work with different payroll classification
Non-billable	Internal work with standard payroll item

Best Practice

Always set default payroll items even if you plan to use category overrides. The default serves as a fallback and ensures all time entries can be exported.

Cost Code Mapping

Connect Readybuild cost categories to QuickBooks service items for invoice and bill line items.

How Cost Code Mapping Works

When invoices, bills, estimates, or other transactions are exported, each line item references a cost code. The cost code mapping tells QuickBooks which service item to use for that line item.

Item Types

The mapping supports four item types, each corresponding to a cost code category:

Item Type	Cost Code Category	Used For
Material Items	Material cost codes	Product purchases, supplies
Labor Items	Labor cost codes	Time and labor charges
Subcontractor Items	Sub cost codes	Contractor invoices
Allowance Items	Allowance cost codes	Customer selections, upgrades

Setting Up Cost Code Mappings

1. Click the Cost Code Mapping tab
2. Set default mappings for each item type:
   • Select the QuickBooks service item to use for each category
3. Optionally configure category-specific overrides:
   • Override the default for specific Readybuild categories
4. Click Save

Impact on Transaction Exports

Cost code mappings affect how line items appear in QuickBooks:

Transaction Type	How Mapping Applies
Invoices	Line item service/product reference
Bills	Expense line item categorization
Estimates	Estimate line item references
Purchase Orders	Item references on PO lines

Category Override Example

Consider a scenario where you want material purchases in the "Electrical" category to use a different QuickBooks item than general materials:

1. Set the Default Material Item to "Materials:General"
2. Add a category override for "Electrical" pointing to "Materials:Electrical"
3. Material line items in the Electrical category will use "Materials:Electrical"; all others use "Materials:General"

Configuration Best Practices

Initial Setup Order

1. Map all employees first before exporting time entries
2. Set default payroll items even if using category overrides
3. Configure cost code defaults before running invoice exports
4. Test with a small batch before running full exports

Ongoing Maintenance

• Update employee mappings when new hires are added to either system
• Review payroll mappings when adding new pay types
• Adjust cost code mappings when adding new QuickBooks service items

Related Documentation

• What Syncs - Field-level details for all entity types
• Time Tracking - How time entries work in Readybuild
• Pay Types Configuration - Managing Readybuild pay types