Billings Pro Help
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# Mapping rules for QuickBooks Integration

It is very important to assign proper mapping before you export data from Billings Pro into QuickBooks. The exporter tool has many hints and tips in the interface for setting up the correct mapping. We recommend that you read the information and assign mapping accordingly.

Mapping rules must be set up once and those rules are applied every time you export data. If your chart of accounts, item list, and/or customer list changes in QuickBooks, you are required to review and update your mapping rules again before doing the export.

To assign mapping rules, choose File > Export > To QuickBooks IIF. In the Export window, click the Rules tab and specify the following settings.

- General. Here, you specify mapping for retainers, invoices, and payments. A retainer is an advance fee or pre-payment given by a client for services offered or products sold. Retainers go into a liability account—typically, "Long Term Liability" or "Other Current Liability"—since you have not earned this amount yet and it is still owed to the client. Invoices go into an "Accounts Receivable" account in QuickBooks as the client owes you the amount. A payment is the amount owed to you for the work done and they must be mapped to "Other Current Assets."
- Taxes. Each tax you've set up in Billings Pro must be mapped to the appropriate one in QuickBooks. At minimum, you must map your default tax in Billings Pro with your default tax in QuickBooks. If your customers in QuickBooks are taxable, select the "All customers are taxable in QuickBooks" checkbox in the Export window.

  Note: If you use taxes in QuickBooks, ensure that those taxes have been set up in QuickBooks. Working from QuickBooks, you must choose QuickBooks > Preferences, click Sales Tax, and ensure that "Customers are charged sales tax" checkbox is set appropriately.

  If the QuickBooks settings and Billings Pro settings for charging taxes do not match, then you will not be able to export.

- Categories. If you wish to track what type of activities were your source of income in QuickBooks, then you must map categories to accounts. You may specify one income account per slip category or one default income account to be used for all slips. If a slip has no category or the category has not been mapped to a QuickBooks account, then the default income account is used.
- Clients. If a client exists in both Billings Pro and QuickBooks, you can map the Billings Pro client to the same customer existing in QuickBooks. You may also choose to map the client to any other customer of your choice. When no mapping is assigned and data is exported, the client will be sent over as a new customer in QuickBooks.

The required mappings are indicated by red flags and they must be set for you to be able to export. Nice to have mappings are indicated with yellow flags.

## See also

About Billings Pro and QuickBooks integration

Exporting information from Billings Pro into QuickBooks