GoCo makes it simple to connect your payroll data with QuickBooks Online (QBO), ensuring seamless payroll expense tracking. Follow the steps below to set up the integration.
Step 1: Add the QuickBooks Online Integration
- Navigate to the GoCo Marketplace from the left menu.
- Search for QuickBooks Online or find it under the Accounting & Finances category.
- Click Set Up to begin the process.
Step 2: Connect to QuickBooks Online
- Follow the on-screen instructions to sign in to your QuickBooks Online account.
- You must have an active QBO account to complete the integration.
- Once the sync is complete, you will see a green " ✅ Complete" label.
Step 3: Select Your Payroll Expense Tracking Method
- Tell us how you currently track payroll expenses in QuickBooks Online. This doesn’t affect your integration, but provides us with valuable information for how to best serve you in the future.
- Choose between Basic (Accounts Only), Classes and/or Locations, or Projects. Learn more about QBO chart of accounts here.
Step 4: Decide if You Need Split Accounts
- If you need to break down payroll expenses (e.g., by department), GoCo’s Split Accounts feature can help. Learn more about splitting accounts here.
Step 5: Map Your Accounts
- Assign each payroll category to the correct General Ledger (GL) account in QuickBooks Online.
- You can return later to complete this step, but the integration cannot be finalized without it.
- Note: Mapping can be completed by the FAA within the integration set up, or any other user with payroll report access via the General Ledger report set up.
Step 6: Finalize Your Integration Settings
- Select your Sync Preference and save your settings to complete the integration process.
Step 7: Launch & Sync Payroll Data
- Once all accounts are mapped, your integration is ready to launch!
- Depending on your configuration, data will sync automatically or require a manual push after each payroll run.
- A new journal entry will be generated in your QuickBooks Online account.
Frequently Asked Questions (FAQs)
Q: Do I need to complete all mappings at once?
A: No, you can start mapping now and finish later, but the integration won’t be complete until all accounts are mapped.
Q: Can I use Classes, Locations, or Projects in QBO?
A: While GoCo does not yet support direct mapping to these features, our Split Accounts tool provides an easy workaround. Check out this help article for more information.
Q: Will payroll data sync automatically?
A: It depends on your settings. You can configure the integration to push data automatically or manually after each payroll.
Q: Where can I get help if I run into issues?
A: Visit our Help Center or contact GoCo Support for assistance. If there is a sync issue, visit the integration setup page and find the Sync Audit. Here, you will find information about any errors that occurred and the ability to resync.
Q: What will happen when I resync?
A: We will try the sync again. If a journal was already created in QBO, it will be deleted and a new journal will be created. If not, the system will attempt to generate a journal.
If you have additional questions please reach out to the GoCo support team 💚
Happy syncing!