Created 11th March 2024
Classes in QuickBooks Online serve as a vital tool for businesses to categorize transactions and organize financial data across various segments of their organization, from departments to product lines. By seamlessly connecting PSOhub with QuickBooks Online, users can establish pre-set mappings between contract lines in PSOhub and classes configured in QuickBooks Online. This streamlines the invoicing process, automatically allocating classes to invoices as they are approved and sent to QuickBooks Online.
In this article, we'll walk you through the setup of these mappings at three key levels: contract templates, contract lines on projects and contract lines on quotes.
Retrieve Classes from QuickBooks Online
Before making use of class mapping between PSOhub and QuickBooks Online, you first need to ensure that all of the relevant classes have been set up in QuickBooks Online and they have been successfully retrieved and activated within your PSOhub account for use.
To access this, click on the Settings icon in the top-right corner.
Go to My Organization and then select Transactions & Tracking. This will open the Transaction classes page on PSOhub.
Initially, the Transaction classes page will show with no classes from QuickBooks, so you will need to retrieve them from QuickBooks. To do so, click on Retrieve. Before doing this, however, it's a good idea to check that PSOhub is connected correctly to your QuickBooks Online account and classes have been set up correctly on your QuickBooks account.
Once all of the active classes from your connected QuickBooks account have been retrieved, these will then appear in the list.
Note: Classes that have been identified as a sub-class will show with the Is sub-class option ticked.
Important: If classes have been made inactive on PSOhub, the matching class on PSOhub will not automatically be deleted. This will need to be done manually.
Rename classes on PSOhub
In the case where a class is renamed on your connected Quickbooks account, you'll also need to manually rename the class on PSOhub too. To do this:
Click on the gear icon to access PSOhub settings
Click on My Organization and select Transaction Classes
In the top-right corner click on Retrieve
By doing so, PSOhub will check the retrieved classes and make any required changes to all of the classes on PSOhub which have already been renamed in Quickbooks.
Set up class mappings on PSOhub
The mapping of classes between PSOhub and QuickBooks Online is possible at three different levels:
On a contract template
On individual contract lines on a project
On individual lines of a quote
Assign a Class on a Contract Template
To assign a class on a contract template, go to Settings.
Click on Templates and then select Contract Templates.
From there, select a contract template and then select the contract line you'd like to assign the class to.
On the window that opens, scroll down to the Linked Transaction Classes dropdown menu and select the class from Quickbooks that you'd like to link to the contract line.
Then click Save.
When the contract template is applied to a project, the contract line will automatically be populated with the linked class.
Assign a Class to a Contract Line on a Project
To assign a class to an individual contract line on a project, go to Projects and click on Projects from the dropdown menu.
From there, select the project from the list of projects.
On the Contract tab of the project, select the contract line you'd like to assign a class to. This will open the New/Edit line window. Click on the Invoicing tab.
From there, change the Transaction class field to the desired class.
Assign a Class to a Contract Line on a Quote
To assign a class to an individual contract line on a quote, click on the Quotes menu.
From there, select the quote from the list of quotes.
On the Contract tab of the quote, select the contract line you'd like to assign a class to. This will open the New/Edit line window. Click on the Invoicing tab.
From there, change the Transaction class field to the desired class.
Exporting invoice to QuickBooks Online
For more information on sending invoices to QuickBooks Online, follow the instructions on How to approve and send an invoice.
Once you have clicked on Send invoice, it will automatically be exported to your connected QuickBooks Online account with all assigned classes and these will automatically populate on the new invoice.
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