QuickBooks Integration Overview

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 [e-mail].

QuickBooks + Mavenlink. Better together.

Mavenlink'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.

Mavenlink’s integration with QuickBooks allows you to:

• Send tracked time and project expenses to QuickBooks.
• Create Mavenlink 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 Mavenlink, 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 Mavenlink projects into QuickBooks.
• Reimburse your employees for incurred expenses.
• Access QuickBooks-related prompts and information (Account and Project Administrators).
• Connect QuickBooks Online to Mavenlink (US, UK, India, Australia, or Canada only).
  
  

QuickBooks Online vs Desktop

Mavenlink integrates with both QuickBooks Desktop (US and Canada) and QuickBooks Online (US, Canada, UK, India, and Australia). Because Mavenlink connects with both QuickBooks Desktop and QuickBooks Online, you may encounter terms in Mavenlink 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 Mavenlink.

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:

• Mavenlink 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 Mavenlink can pull them.
• Clicking Re-sync will fetch refreshed data from the QuickBooks servers.

To sync Mavenlink 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 Mavenlink.

Field Mappings

Time Entries in Mavenlink to QB Employee Weekly TimeSheet

Mavenlink	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	→	HourlyRate	HourlyRate
User	→	Employee/Vendor	Employee/Vendor

Expenses

Mavenlink	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
Date	→	Entry Date	Entry Date
Notes	→	Description	Description
Billable?	→	BillableStatus	BillableStatus

Vendor Expenses

Mavenlink	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
Date	→	Entry Date	Entry Date
Notes	→	Description	Description
Billable?	→	BillableStatus	BillableStatus

Invoice

Mavenlink Invoice	Direction	QB Desktop	QB Online
Project	→	Mavenlink Project ID from project mapping	Mavenlink 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

Mavenlink 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

Mavenlink 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

Mavenlink 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

Mavenlink Payment	Direction	QB Desktop	QB Online
Project	←	Mavenlink Project ID from project mapping	Mavenlink 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 Desktop integration questions; please email us at [e-mail].

Related Articles:

• How to Integrate with QuickBooks Online
• How to Integrate with QuickBooks Desktop

Related QuickBooks Invoicing Articles:

• Send Invoice to QuickBooks
• Send Time and Expenses to QuickBooks