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Using QuickBooks classes on Expenses and Purchase Orders

If you use classes in QuickBooks, you can include those on your Projectworks Expenses and have them flow through to QuickBooks.

Classes can be set up in QuickBooks and be used as a way to categorise (or tag) invoices and expenses. They allow another level of reporting such as identifying which geographic region or division the revenue or expenses are reported against.

You are able to allow the use of classes on expenses within Projectworks, letting you do the categorising at the point of creating your expense.

  • How to activate classes

  • Maintaining Category Mappings

  • Granting permissions to view & edit classes

  • Setting classes on expenses

How to activate classes

Once you have successfully connected Projectworks and QuickBooks you can activate the use of classes for the organisations that require it.

You do this in the Settings > Integration > Accounting > Expenses

The Edit Expense Mappings screen showing how you activate classes under General Expense Options

Maintaining Category Mappings

Once enabled, you can see the Classes listed as part of your integration mappings. Changes to the Classes in QuickBooks are automatically pulled through to Projectworks if you have enabled the auto-sync.

If you prefer not to use the auto-sync and add a new option in QuickBooks you need to go back into Settings > Integration > Accounting and click “Refresh Classes”.

Note this update will also apply to invoices if you have classes enabled for invoicing.

The integration settings on the accounting tab highlighting where to refresh classes

Granting permissions to view & edit classes

You'll need to grant access to the people who you want to see and edit these classes on expenses. It’s likely you’ll want to restrict this somewhat as classes are more of an accounting function that you don’t want anyone to be able to change.

Go to Settings > Access Levels and open the access level of the groups who you want to be able to see/edit class on expenses.

Click on Expenses and/or Purchase Orders you can see a summary of all the project level permissions plus some new settings to view and edit classes. These settings are not project specific and will be applied to any expense this group of people can access - if you can see an expense you can see it’s class.

The Access Levels settings showing the Expenses tab highlighting how you can let people view classes or edit classses

Note: there is no such restriction on invoices. Any person that can raise and edit invoices can see and edit the classes there.

Setting class on expenses

For users who have permission to view or edit class, this field will be available when creating and editing expenses. The integration settings are organisation specific, and the class field will only appear on expenses raised for people belonging to affected organisations.

A screenshot showing the class field on an expense

Class is optional and become locked (non-editable) in the following states:

  • Exported to QuickBooks(reimbursable expenses)

  • Manually reconciled (company paid expenses)

Setting class on Purchase Orders

For users who have permission to view or edit class in Purchase Orders, this field will be available when creating and editing Purchase Order line items. The integration settings are organisation specific, and the class field will only appear on expenses raised for people belonging to affected organisations.

screenshot showing the class field on a purchase order

The selected class is included as part of the expense export process removing the need to manually set these within QuickBooks Online.

For more information on Using QuickBooks Classes on invoices go here