Overview
All items in your Items and Pricing list should map to a QuickBooks account. In some cases, you can to map to a sub-account in your QuickBooks Chart of Accounts. An example of a sub-account in QuickBooks is shown below (HVAC is the sub-account of Sales):
Note: If you update the account for an Items and Pricing item after you have already exported that Items and Pricing item, update it manually in QuickBooks.
For example, you map an AC maintenance service to the HVAC:Sales account and you have export invoices with that service. If you update the AC maintenance service in to map to the HVAC:Maintenance account, you need to go into the QuickBooks Item List (Lists > Item List), right-click to edit the service item, and update the account field to HVAC:Maintenance.
If you are not using sub-accounts in QuickBooks, skip to setting up payment types for QuickBooks.
Who uses this feature
Administrators, office employees, managers, accountants, and bookkeepers
Applies to all business types
Applies to all trades
Feature configuration
Account configuration is required to use this feature. Please contact Technical Support for details.
Map a single Items and Pricing item
Go to the navigation bar and click Items and Pricing.
In the side menu, select the Services, Equipment, or Material for the item you want to map. The item table opens.
Enter the account name in the General Ledger Account field using this format: Parent Account Name:Sub-account Name. For example, if you map a service to a Sales sub-account called HVAC, enter Sales:HVAC in the account field.
Note: Make sure there isn't a space before or after the colon. You also should not include any account numbers, unless you added them to the Account Name field of the account in QuickBooks.
Map multiple Items and Pricing items using the Items and Pricing Excel Template
Export your Items and Pricing list (Settings > Import / Export Data).
Open the exported file in a spreadsheet application.
Enter the sub-account name in the Account column. Enter the name in this format: Parent Account Name:Sub-account Name. For example, if map a service item to a Sales sub-account called HVAC, enter Sales:HVAC in the account field.
When you’re done, save the spreadsheet file and import it back into (Settings > Import / Export Data).
Next step: Set up payment types for QuickBooks
Once you've mapped your Items and Pricing items to QuickBooks GL accounts or sub-accounts, you're now ready to set up payment types for QuickBooks. For more, see QBD Onboarding Step 5: Set up payment types for QuickBooks.