ACCESS & AVAILABILITY
This integration is available for purchase in Professional, Premier and Enterprise. To get started, please reach out to your Account Executive or Client Success Manager, or email support@mavenlink.com.
QuickBooks Integration
Kantata's integration with Intuit QuickBooks helps to seamlessly synchronize your projects with your accounting software. This powerful connection gives you instant, accurate financials every time and allows you to manage project tasks, budgets, expenses, and invoices with a single tool.
Kantata's integration with QuickBooks allows you to:
- Send tracked time and project expenses to QuickBooks.
- Create Kantata OX projects from QuickBooks estimates (US versions only).
- Link project tasks, deliverables, or roles to billable QuickBooks items.
- Manage and designate account members as QuickBooks resources (i.e. employees or vendors).
- Invoice your customers in QuickBooks for time and expenses entered in Kantata OX, using the expense categories from your ledger.
- Configurable formatting gives you more control over what your clients see on their invoices.
- Save employee and vendor tracked time from your Kantata OX projects into QuickBooks.
- Reimburse your employees for incurred expenses.
- Access QuickBooks-related prompts and information (Account and Project Administrators).
- Connect QuickBooks Online to Kantata OX (US, UK, India, Australia, or Canada only).
QuickBooks Online vs Desktop
Kantata OX integrates with both QuickBooks Desktop (US and Canada) and QuickBooks Online (US, Canada, UK, India, and Australia). Because Kantata OX connects with both QuickBooks Desktop and QuickBooks Online, you may encounter terms in Kantata OX with synonymous meanings, but different names. Listed below are some of the different terms used by each system; these terms may be used interchangeably within Kantata OX.
| QuickBooks Desktop Terminology | QuickBooks Online Terminology |
|---|---|
| Customer | Client |
| Job | Sub-Client |
| Item | Product/Service |
Getting Started
Here are some tips that will help you get started with your QuickBooks integration:
- Kantata OX pulls information from QuickBooks; therefore, records and information must first exist in QuickBooks.
- QuickBooks Desktop users need to connect and set up the Intuit Web Connector to push changes from their computer before Kantata OX can pull them.
- Clicking Re-sync will fetch refreshed data from the QuickBooks servers.
To sync Kantata OX with either QuickBooks Online or Desktop, navigate to the QuickBooks section located under your Settings tab in the left-hand navigation. You must be signed in as an Account Admin on a Premier or Professional account to connect to QuickBooks.
- Click here to learn how to integrate with QuickBooks Online.
- Click here to learn how to integrate with QuickBooks Desktop.
Once your accounts are linked, you can map QuickBooks Users, Projects, Expense Categories, Vendors, Roles, and other Intuit Settings in Kantata OX.
Field Mappings
Time Entries in Kantata OX to QB Employee Weekly TimeSheet
| Kantata OX | Direction | QB Desktop | QB Online |
|---|---|---|---|
| Customer/Job on Project | → | Customer/Job | Client/Sub-Client |
| Item on Task or Role | → | Item | Product/Service |
| Date Performed | → | Txn Date | Txn Date |
| Time in Minutes | → | Hours, Minutes | Hours, Minutes |
| Notes | → | Notes | Notes |
| Billable | → | BillableStatus | BillableStatus |
| Rate in Cents | → | n/a* | HourlyRate |
| User | → | Employee/Vendor | Employee/Vendor |
*The QB Desktop API does not allow Kantata to send the bill rate (Rate in Cents) for time entries. Rates need to be manually set for Service Items in QB Desktop.
Expenses
| Kantata OX | Direction | QB Desktop | QB Online |
|---|---|---|---|
| Customer/Job on Project | → | Customer/Job | Client/Sub-Client |
| Category | → | Category | Category |
| User | → | Vendor | Vendor |
| Amount | → | Transaction Amount | Transaction Amount |
| Sync Date | → | Bill Date | Bill Date |
| Notes | → | Description | Description |
| Billable? | → | BillableStatus | BillableStatus |
Vendor Expenses
| Kantata OX | Direction | QB Desktop | QB Online |
|---|---|---|---|
| Customer/Job on Project | → | Customer/Job | Client/Sub-Client |
| Category | → | Category | Category |
| Vendor | → | Vendor | Vendor |
| Amount | → | Transaction Amount | Transaction Amount |
| Sync Date | → | Bill Date | Bill Date |
| Notes | → | Description | Description |
| Billable? | → | BillableStatus | BillableStatus |
Invoice
| Kantata OX Invoice | Direction | QB Desktop | QB Online |
|---|---|---|---|
| Project | → | Kantata OX Project ID from project mapping | Kantata OX Project ID from project mapping |
| QB Customer/Job from the project mapping for the given ML project | → | CustomerRef | CustomerRef |
| invoice_date | → | TxnDate | TxnDate |
| due_date | → | DueDate | DueDate |
| Currency | → | CurrencyRef | CurrencyRef |
| tax_rate | → | TxnTaxDetail: TxnTaxCodeRef | TxnTaxDetail: TxnTaxCodeRef |
| Amount in Cents | → | TotalAmt | TotalAmt |
| Notes | → | CustomerMemo | CustomerMemo |
Invoice Line Items: Time Activity
| Kantata OX Time Item | Direction | QB Desktop | QB Online |
|---|---|---|---|
| Time Activity/Additional item | → | product/service id in mapping | product/service id in mapping |
| Date: ; Project:; ‘Fixed Fee:’Or ‘Additional Item:’ | → | Description | Description |
| Hours | → | Quantity = hours | Quantity = hours |
| Amount | → | amount | amount |
| Rate in Cents | → | HourlyRate | HourlyRate |
Invoice Line Items: QuickBooks Reimburse Charge
| Kantata OX Expense Item | Direction | QB Desktop | QB Online |
|---|---|---|---|
| Expense/Additional item | → | product/service id in mapping | product/service id in mapping |
| Date: ; Project:; ‘Fixed Fee:’Or ‘Additional Item:’ | → | Description | Description |
| Hours | → | Quantity = 1 for expenses | Quantity = 1 for expenses |
| Amount | → | amount | amount |
Invoice Line Items: Fixed Fee
| Kantata OX Fixed Fee Item | Direction | QB Desktop | QB Online |
|---|---|---|---|
| FF/Additional item | → | product/service id in mapping | product/service id in mapping |
| Date: ; Project:; ‘Fixed Fee:’Or ‘Additional Item:’ | → | Description | Description |
| taxable | → | taxable | taxable |
| Fixed Fee | → | Quantity = 1 | Quantity = 1 |
| Amount_in_cents | → | amount | amount |
Required Payment/Invoice Object Attribute Mappings
| Kantata OX Payment | Direction | QB Desktop | QB Online |
|---|---|---|---|
| Project | ← | Kantata OX Project ID from project mapping | Kantata OX Project ID from project mapping |
| User Invoice Number | ← | Invoice Number | Invoice Number |
| Amount in Cents | ← | TotalAmt ( Balance = 0.00 assumed invoice is fully paid in QB) | TotalAmt ( Balance = 0.00 assumed invoice is fully paid in QB) |
| Message | ← | "Full payment received via QuickBooks" | "Full payment received via QuickBooks" |
We're here to answer your QuickBooks integration questions! Please email us at support@mavenlink.com.
