QuickBooks Integration Overview – Kantata Knowledge Base

ACCESS & AVAILABILITY

This integration is available for purchase in Professional, Premier, and Enterprise. To get started, please reach out to Customer Success or Kantata Support.

QuickBooks Integration

Kantata's integration with Intuit QuickBooks helps to seamlessly synchronize your projects with your accounting software. This powerful connection gives you instant, accurate financials every time and allows you to manage project tasks, budgets, expenses, and invoices with a single tool.

Kantata's integration with QuickBooks allows you to:

Send tracked time and project expenses to QuickBooks.
Create Kantata OX projects from QuickBooks estimates (US versions only).
Link project tasks, deliverables, or roles to billable QuickBooks items.
Manage and designate account members as QuickBooks resources (i.e. employees or vendors).
Invoice your customers in QuickBooks for time and expenses entered in Kantata OX, using the expense categories from your ledger.
Configurable formatting gives you more control over what your clients see on their invoices.
Save employee and vendor tracked time from your Kantata OX projects into QuickBooks.
Reimburse your employees for incurred expenses.
Access QuickBooks-related prompts and information (Account and Project Administrators).
Connect QuickBooks Online to Kantata OX (US, UK, India, Australia, or Canada only).

QuickBooks Online vs Desktop

Kantata OX integrates with both QuickBooks Desktop (US and Canada) and QuickBooks Online (US, Canada, UK, India, and Australia). Because Kantata OX connects with both QuickBooks Desktop and QuickBooks Online, you may encounter terms in Kantata OX with synonymous meanings, but different names. Listed below are some of the different terms used by each system; these terms may be used interchangeably within Kantata OX.

QuickBooks Desktop Terminology	QuickBooks Online Terminology
Customer	Client
Job	Sub-Client
Item	Product/Service

Getting Started

Here are some tips that will help you get started with your QuickBooks integration:

Kantata OX pulls information from QuickBooks; therefore, records and information must first exist in QuickBooks.
QuickBooks Desktop users need to connect and set up the Intuit Web Connector to push changes from their computer before Kantata OX can pull them.
Clicking Re-sync will fetch refreshed data from the QuickBooks servers.

To sync Kantata OX with either QuickBooks Online or Desktop, navigate to the QuickBooks section located under your Settings tab in the left-hand navigation. You must be signed in as an Account Admin on a Premier or Professional account to connect to QuickBooks.

Click here to learn how to integrate with QuickBooks Online.
Click here to learn how to integrate with QuickBooks Desktop.

Once your accounts are linked, you can map QuickBooks Users, Projects, Expense Categories, Vendors, Roles, and other Intuit Settings in Kantata OX.

Note: The ability to map QuickBooks to Kantata OX is only available for users with QuickBooks Plus and Advanced subscription plans.

Field Mappings

Time Entries in Kantata OX to QB Employee Weekly TimeSheet

Kantata OX	Direction	QB Desktop	QB Online
Customer/Job on Project	→	Customer/Job	Client/Sub-Client
Item on Task or Role	→	Item	Product/Service
Date Performed	→	Txn Date	Txn Date
Time in Minutes	→	Hours, Minutes	Hours, Minutes
Notes	→	Notes	Notes
Billable	→	BillableStatus	BillableStatus
Rate in Cents	→	n/a*	HourlyRate
User	→	Employee/Vendor	Employee/Vendor

*The QB Desktop API does not allow Kantata to send the bill rate (Rate in Cents) for time entries. Rates need to be manually set for Service Items in QB Desktop.

Expenses

Kantata OX	Direction	QB Desktop	QB Online
Customer/Job on Project	→	Customer/Job	Client/Sub-Client
Category	→	Category	Category
User	→	Vendor	Vendor
Amount	→	Transaction Amount	Transaction Amount
Sync Date	→	Bill Date	Bill Date
Notes	→	Description	Description
Billable?	→	BillableStatus	BillableStatus

Vendor Expenses

Kantata OX	Direction	QB Desktop	QB Online
Customer/Job on Project	→	Customer/Job	Client/Sub-Client
Category	→	Category	Category
Vendor	→	Vendor	Vendor
Amount	→	Transaction Amount	Transaction Amount
Sync Date	→	Bill Date	Bill Date
Notes	→	Description	Description
Billable?	→	BillableStatus	BillableStatus

Invoice

Kantata OX Invoice	Direction	QB Desktop	QB Online
Project	→	Kantata OX Project ID from project mapping	Kantata OX Project ID from project mapping
QB Customer/Job from the project mapping for the given ML project	→	CustomerRef	CustomerRef
invoice_date	→	TxnDate	TxnDate
due_date	→	DueDate	DueDate
Currency	→	CurrencyRef	CurrencyRef
tax_rate	→	TxnTaxDetail: TxnTaxCodeRef	TxnTaxDetail: TxnTaxCodeRef
Amount in Cents	→	TotalAmt	TotalAmt
Notes	→	CustomerMemo	CustomerMemo

Invoice Line Items: Time Activity

Kantata OX Time Item	Direction	QB Desktop	QB Online
Time Activity/Additional item	→	product/service id in mapping	product/service id in mapping
Date: ; Project:; ‘Fixed Fee:’Or ‘Additional Item:’	→	Description	Description
Hours	→	Quantity = hours	Quantity = hours
Amount	→	amount	amount
Rate in Cents	→	HourlyRate	HourlyRate

Invoice Line Items: QuickBooks Reimburse Charge

Kantata OX Expense Item	Direction	QB Desktop	QB Online
Expense/Additional item	→	product/service id in mapping	product/service id in mapping
Date: ; Project:; ‘Fixed Fee:’Or ‘Additional Item:’	→	Description	Description
Hours	→	Quantity = 1 for expenses	Quantity = 1 for expenses
Amount	→	amount	amount

Invoice Line Items: Fixed Fee

Kantata OX Fixed Fee Item	Direction	QB Desktop	QB Online
FF/Additional item	→	product/service id in mapping	product/service id in mapping
Date: ; Project:; ‘Fixed Fee:’Or ‘Additional Item:’	→	Description	Description
taxable	→	taxable	taxable
Fixed Fee	→	Quantity = 1	Quantity = 1
Amount_in_cents	→	amount	amount

Required Payment/Invoice Object Attribute Mappings

Kantata OX Payment	Direction	QB Desktop	QB Online
Project	←	Kantata OX Project ID from project mapping	Kantata OX Project ID from project mapping
User Invoice Number	←	Invoice Number	Invoice Number
Amount in Cents	←	TotalAmt ( Balance = 0.00 assumed invoice is fully paid in QB)	TotalAmt ( Balance = 0.00 assumed invoice is fully paid in QB)
Message	←	"Full payment received via QuickBooks"	"Full payment received via QuickBooks"