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Setting up the Mavenlink Integration with QuickBooks

 

Mavenlink integrates with both QuickBooks Desktop (US) and QuickBooks Online (US, Canada, UK, India, and Australia). Administrators are able to see the QuickBooks related prompts and information. 

Mavenlink’s connections with Intuit allows you to:

  • Send time and expenses over into QuickBooks
  • Invoice your customers in QuickBooks for time and expenses you have entered in Mavenlink
  • Reimburse your employees who have incurred expenses
  • Create estimates within QuickBooks for project creation with Mavenlink (US versions only)

 

Since Mavenlink connects to both QuickBooks Desktop and QuickBooks Online, you may see terminology from both of those systems. Below is a brief description of the terms within each system. You may see these terms used interchangeably within Mavenlink.

 

 

QuickBooks Desktop Terminology   

Customer

Job                                                                                                  

Item                                                      

 

QuickBooks Online Terminology

Client

Sub-Client

Product/Service

 

Maven Tip: QuickBooks Online is cloud-based and has a seamless connection. QuickBooks Desktop requires a connection through Intuit Web Connector. It is helpful to have the Intuit Web Connector set up before making the connection with Mavenlink.

 

A couple of helpful hints to get you started integrating your QuickBooks with Mavenlink. Mavenlink pulls the information contained within QuickBooks. Due to this:

  1. The records have to exist first in QuickBooks for Mavenlink to pull them over
  2. QuickBooks Desktop users - Set up and connect Intuit Web Connector to push changes from your computer first so that Mavenlink can pull them
  3. The re-sync button fetches refreshed data from the QuickBooks Servers

 

To integrate with QuickBooks, navigate to the Settings tab and select QuickBooks from the expanded window. Click Connect to QuickBooks. You will need your Intuit Single User Administrator Log in and password.

 

 

Once entered, select the company file you would like to connect your Mavenlink account to through the selection window Intuit provides to authorize the connection between Intuit and Mavenlink. Note: Currently, a Mavenlink account can be connected to one company file.

 

Once connected, the Intuit Settings screen within Mavenlink will appear with 4 distinct mapping categories: Map Users, Map Projects, Map Expenses and Map Account Settings. Categories must be mapped to move forward with the integration. A destination point within QuickBooks must be provided. This is done through the mapping process. Mapping the categories creates a direct relationship between the item (i.e a user) within Mavenlink to the item (i.e an employee or vendor) within QuickBooks. For example, Mike Scott in Mavenlink could be mapped to Michael Scott within QuickBooks so the time entries that Mike Scott logs will be attributed to Michael Scott within QuickBooks.

 

 

Mapping Settings 

  • Map Users - This tab allows you to map the users you have in Mavenlink (which will reside on the left hand side) with the users you have in QuickBooks. Users may be mapped in two columns depending on if your business use-case requires time and/or expenses to be sent into QuickBooks. To send both time and expenses from Mavenlink into QuickBooks, both columns need to be mapped. Note: If only sending time into QuickBooks, simply map the column under “QuickBooks User For Time Tracking” and vice versa for Expenses. Mavenlink pulls through the Employees and Vendors in your QuickBooks Company file for mapping purposes. To map a user, click on the field to the right of the user’s name you would like to map. For time tracking, click the field that says “QuickBooks Employee/Vendor.” This will bring up the list of employees and vendors within your QuickBooks. Select the correct mapping for your Mavenlink User and remember to select the “Save” button at the bottom to commit those changes.

 

Maven Tip: As long as the user exists within QuickBooks, you can start typing in their name to quickly select them.

  • Mapping Users for Time Tracking: When mapping users for time tracking, they may be mapped as either vendors or employees from QuickBooks. Time entries that have been exported from Mavenlink into QuickBooks through the integration can be found in QuickBooks in the “Employee Weekly Timesheet” (regardless if they are mapped as vendors or employees they will both be in the employee weekly timesheet) and will be available to add to a QuickBooks invoice.
  • Mapping Users for Expense Tracking: When mapping user for expenses, they must be mapped as vendors within QuickBooks. Expenses that have been exported from Mavenlink into QuickBooks through the integration can be found in QuickBooks “Vendors → Pay Bills” and will be available to add to a QuickBooks invoice.

 

 

  • Map Projects - "Clients will need to be mapped to a QuickBooks client, regardless of their existence in the Mavenlink workspace" You may also choose to map a Mavenlink Project to a QuickBooks job or sub-client. Mapping a client is similar to mapping a user. They must exist with QuickBooks first, as Mavenlink pulls the list of QuickBooks Clients and jobs/sub-clients. When finished, click the “save” button at the bottom of the screen. 

 

  • Mapping projects for Time Tracking - Within this tab, the project titles are also links to the QuickBooks settings within each project. This allows you to easily map both your clients and jobs/sub-clients. By clicking on the project title, it brings you to the QuickBooks Mapping for that specific projects. This option is also accessible for Mavenlink Account admins through the project itself through the grey gear button to the right of the project title with the “QuickBooks Option Settings” selection.

 

 

  • From a time tracking perspective, Mavenlink maps to QuickBooks through the item (QBD) and product/service (QBO). In order to send time entries over from Mavenlink into QuickBooks, a destination point within QuickBooks must be provided. This is done through the mapping process. The items within Mavenlink must be mapped to a product/service within QuickBooks. Since tasks and items are mapped to QuickBooks, when account members are tracking their time, a task must be selected.

 

  • Mapping a Mavenlink item to QuickBooks is similar to mapping users and mapping projects. The items must exist within QuickBooks first as Mavenlink pulls the information through to allow for mapping. Click the option under QuickBooks Product/Service to select the appropriate product/service/item from QuickBooks to map to your Mavenlink Item. These can be high level or more granular depending on how your QuickBooks is set up.

 

 

  • Map Expense Categories - Mavenlink’s integration with QuickBooks allows for customization of expense categories. This allows you to create expense categories that are applicable to your business and correlate them to the expenses that your team members will be logging. The expense categories that you create through the QuickBooks integration will replace the Mavenlink standard expense categories with the expense categories you have selected.
    • By selecting the tab “map expense categories” you will see the products/services and items within QuickBooks that are associated with an expense account. This is pulling directly from your QuickBooks account. Select a checkmark next to the expense categories that you would like to expose to your Mavenlink account members through the expense drop-down. When your account members use these categories, they will be already pre-mapped to your QuickBooks account.

 

 

 

Below is an example of the Mavenlink Standard categories.

When connected to QuickBooks, Expenses can be customized to your business

 

 

  • Map Account Settings - Mapping an accounts payable account within the account settings is required to ensure that the integration with Mavenlink and QuickBooks works smoothly. Within QuickBooks online, the only requirement is to map an Accounts Payable account that will be used to reimburse the vendor expenses. QuickBooks Desktop requires that you also select a default payroll item, regardless of whether or not you run payroll out of QuickBooks Desktop. Note: an option exists within QuickBooks Desktop to set manual payroll, so that it avoids generating payroll when the time entries are sent to QuickBooks.

 

Congratulations!  You’re Mavenlink account is now connected with QuickBooks!

 

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