QuickBooks: Map by Jobs

Guide: Mapping QuickBooks Contractor Jobs to Bilflo Jobs

Overview

Job mapping connects Bilflo Contractor Jobs to their corresponding QuickBooks Contractor Jobs. This ensures that invoices, line items, and job-level data sync correctly between Bilflo and QuickBooks Desktop without creating duplicate records.

Mapping is required when exporting invoices by Job.

Prerequisites

Before mapping jobs, confirm the following:

1. QuickBooks Desktop integration is configured and verified
   • Username, password, and URL are verified successfully.
   • The QuickBooks Remote Connector is running.
   • Connection status is active.
2. Syncing is set to “Export per Job”
   • Navigate to:Settings → Integrations → QuickBooks Desktop Accounting Configuration
   • Under Syncing, select Export per Job.
   • Save changes.
3. QuickBooks Contractor Jobs already exist
   • Jobs must exist in QuickBooks before they can be mapped.
   • Use Refresh QuickBooks list if newly created jobs are not visible.

How to Access Contractor Job Mapping

1. Navigate to:Settings → Integrations → QuickBooks Configure → Map Jobs
2. You will see:
   • A list of Bilflo Contractor Jobs on the left.
   • A column for QuickBooks Contractor Job on the right.
   • A Search bar to quickly find jobs.
   • Active / Inactive filters.
   • A Refresh QuickBooks list button.

Mapping a Bilflo Job to a QuickBooks Job

Step 1: Select a Bilflo Contractor Job

• Locate the Bilflo Contractor Job you want to map.
• Example shown in the UI:Kayce Con...
• Click on the row to open the Record Mapping modal.

Step 2: Choose the Corresponding QuickBooks Contractor Job

In the Record Mapping window:

• The selected Bilflo Contractor Job is shown at the top.
• Use the dropdown under QuickBooks Contractor Jobto:
  • Select the matching job from QuickBooks.

 Tip: Job names should match as closely as possible to prevent billing confusion.

Step 3: Save the Mapping

• Click Save to confirm.
• Once saved:
  • The association is locked in.
  • Future invoices for this Bilflo job will post to the mapped QuickBooks job.

Removing or Changing a Job Mapping

If a job was mapped incorrectly:

1. Open the job’s Record Mapping modal.
2. Click Remove Association.
3. Save the change.
4. Re‑map the Bilflo job to the correct QuickBooks job.

⚠ Important: Removing a mapping does not delete any invoices—only the link between records.

Refreshing the QuickBooks Job List

If a QuickBooks job does not appear in the dropdown:

1. Confirm the job exists in QuickBooks Desktop.
2. Return to the Contractor Job Mapping page.
3. Click Refresh QuickBooks list (top right).
4. Reopen the Record Mapping modal and try again.