Skip to content
English
❔ Sign in
Log into Projectworks
  • There are no suggestions because the search field is empty.

Using QuickBooks Classes on invoices

If you use classes in QuickBooks, you can categorize Projectworks invoice lines with them and have them flow through to QuickBooks upon export.

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 invoices within Projectworks, letting you do the categorising at the point of creating your invoice.

How to activate Classes

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

You do this in the Settings > Integration > Accounting > Invoices
Select ‘Edit Mappings' and tick the ‘QuickBooks Classes’ box.

The Integration settings showing the edit invoice mappings and changing Edit Access

Maintaining Class 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”.

Setting classes on projects

Once Classes have been activated you are able to set default selections for each project on the Project >Settings > Invoicing screen. This sets the default class for any new budgets that are added to the project.

A screenshot of project settings on the invoicing tab showig where the class option is visible

You can set default Class for each budget you have. These selections will appear as the default on invoices for the invoice lines that are associated with each specific budget.

A project showing the budgets and how to edit the class for any of the budgets for the project

If Class has not been set for a budget prior to the Default Class being set for the Project, no class will be selected for the budget when you create an invoice

Project Default Class is inherited whenever a new budget is created. If the project default class is left empty, all new budgets created will also have empty class selection.

Budget level class is used as defaults for invoice lines raised against that budget.

You can change the class at an Invoice level if you want to. This will override the class set on Budget Level.

If you update the project Default Class, this will not update the budget level settings as well!
If the project is non-billable, class settings will not be visible.

Setting classes on invoices

When raising an invoice for the project the default class set for the project will be used for each invoice line.

You are also able to change the class on invoice lines as required.

The invoice creation process showing how to change the class on an invoice line

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

  • Manager Approved

  • Finance Approved

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

For more information on using quickbooks classese on Expenses and Purchase Orders go here.