Map your applications to QuickBooks expense codes

The Application Mapping feature in Cledara provides a centralised way to manage expense codes and accounting settings for all your applications.

By assigning the right codes in bulk, you can ensure accurate financial reporting and a seamless integration with QuickBooks.

Jump to the information you are looking for:

  How do I map my applications?
  How will the changes affect my transactions?
  Where can I find the applications with a budget set in a different currency?

How do I map my applications?

To get started, navigate to Settings > Workspace settings > Accounting > Application Mapping.

This is where Admin and Finance users can manage expense codes for your software stack added as applications in Cledara.

The Application Mapping table lists all applications in your workspace along with their respective Application Owners, QuickBooks settings, and main accounting details.

You can control whether bills, bill payments, and invoice attachments for each application should be pushed to QuickBooks by checking the respective boxes.

If you decide to push bills to QuickBooks, you can then select the expense codes from the dropdowns:

• The Vendor column is where you link each application to a corresponding QuickBooks vendor
• The Category column is where you assign the appropriate QuickBooks category
• The Tax Rate column is where you define the correct tax treatment for each vendor
• The Class column is where you can determine which department, location, or project the vendor expenses should be assigned to

To make changes, simply update the relevant fields in the table, and click Save. More fields become available when you click on a specific application.

How will the changes affect my transactions?

For existing transactions, your changes will not override the previously synced accounting details. 

In the Transactions tab, a Sync option will appear next to your transactions if we detect new accounting details that have not been posted before. Click it to attach the unposted information to your transaction entry in QuickBooks.

Where can I find the applications with a budget set in a different currency?

If your workspace operates in multiple currencies, your applications are automatically sorted into different accounts based on the currency you set their budget in. 

You can switch between GBP and EUR accounts to find the applications with GBP and EUR budgets respectively. 

Since your QuickBooks vendors are currency-specific, you will find only vendors that are created in the currency your account is in. Please consult this section to see how to push your transactions in their local currency.