QuickBooks – Object Mapping

Adding General Items & Mapping Custom Fields to QuickBooks Classes in Bilflo

This guide will walk you through setting up:

• Pay/Bill Items
• Invoice Mapping
• Contractor & Direct Hire Class Mapping
• Connecting Custom Fields to QB Classes

All of this is required to ensure Bilflo exports your invoices and class tracking cleanly into QuickBooks Desktop.

*Please note these are examples and should not be used for your OWN USE CASE

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Part 1: Adding General Pay/Bill Items

General items include things like overtime, travel time, per diem, bonuses, ACA, background checks, etc.

Step 1 — Go to Invoice Mapping

Navigate to:
Settings → Integrations → Configuration → Invoice Mapping

You will see sections such as:

• Contractors Pay/Bill Items
   
• Direct Hire Pay/Bill Items
   

Step 2 — Add or Modify Pay/Bill Items

Each row contains:

• List — identifies the type of mapping (usually “QB – Items Table”)
• Item — the corresponding QuickBooks Item (Service Item)

Example from your screenshot:

Bilflo Pay/Bill Item	QuickBooks Item
Regular Time	Contract Regular-Time
Background Check	Contractor Background Check
Travel Time	Contract Travel Time
ACA	Contract ACA

To add or edit:

1. Click the dropdown under Item.
2. Choose the correct QuickBooks Item.
3. Click Save.

? Tip: If new QB Items were recently created, click Refresh QuickBooks List to reload them into Bilflo.

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Part 2: Connecting Custom Fields to QuickBooks Classes

Bilflo supports mapping your custom fields (like Branch, Division, Location, etc.) to QuickBooks Class tracking.

This lets your exported invoices automatically classify revenue in QuickBooks.

You’ll complete this in two modules, depending on staff type:

• Contractor Class Mapping
• Direct Hire Class Mapping

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Part 2A: Contractor Class Mapping

Step 1 — Choose Location Type

Under Contractor Class Mapping, find:

1. Select a location to return the list of custom fields used in that location.
Choose:
➡ Contract Job

This loads custom fields added specifically to contractor job records.

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Step 2 — Choose the Custom Field That Will Drive Class Mapping

Example from your screenshot:

2. Select a custom field to map its items to QuickBooks classes.
Choose a field such as:
➡ Sales Division (or Branch, Region, Business Unit, etc.)

This field must already exist in:
Settings → Custom Fields

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Step 3 — Map Each Custom Field Value to a QuickBooks Class

Bilflo will list each custom field option.
You then match each to the proper QB Class.

Example from the screenshot:

Bilflo Custom Field Item	QB Class
Campus	R&D
Arizona	CITY
Enterprise	Enterprise
EOR	EOR
Portland	Oregon
San Diego	San Diego

Do this for every value.

Then click Save.

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Part 2B: Direct Hire Class Mapping

The process is identical, but uses Direct Hire data fields.

Step 1 — Select the Direct Hire Job Location

Choose:
➡ Direct Hire

Step 2 — Select the Custom Field to Map

Choose a field like:
➡ Sales Division (or whichever custom field is appropriate)

Step 3 — Map Bilflo Custom Field Items to QB Classes

Match each value exactly as you did for contractors.

Then click Save.

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Part 3: Adding Custom Fields (Connected to Class Mapping)

Before you can map a custom field to a QB Class, it must exist in Bilflo.

Step 1 — Go to Custom Fields

Navigate to:
Settings → Custom Fields → New

Step 2 — Create the Field

Fill out:

• Custom Field Name (e.g., Sales Division, Branch, Region)
• Field Type (Custom List recommended)
• Custom Field Location (e.g., Contract Job, Direct Hire Start)

Step 3 — Add the Values

Under the Custom List:

• Add each division/branch/region that needs a class
  (e.g., “San Diego”, “Enterprise”, “Portland”)

Click Save.

Now the field will appear in the class mapping screen.

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Part 4: Invoice Line Item Descriptions (Optional)

You may also set invoice description templates using merge codes.

Examples from your screenshot:

{date: m/d/yy} – {contractorname} – {jobtitle}

Available merge codes include:

• {firstname} – Contractor First Name
• {lastname} – Contractor Last Name
• {jobtitle} – Job Title
• {clientname} – Client Business Name
• {weekending: mm/dd/yyyy} – Week End Date

Click Save when done.