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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 support@mavenlink.com.


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 and deliverables 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.
  • 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 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.QuickBooks-Settings-Page-NEW.png

  • 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, 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 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 support@mavenlink.com.

Related Articles:

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