mapping

Mapping Accounts to Categories

Overview

After importing your Chart of Accounts, map each expense category and revenue type to the corresponding accounting account. This tells the system which account to use when syncing financial data.

Mapping Expense Categories

Required Expense Categories

All these categories must be mapped before expense sync will work:

How to Map Expenses

1. Go to Chart of Accounts > Expense Mappings
2. For each unmapped category:
   • Click Edit or Map
   • Select an account from the dropdown
   • Dropdown shows only Expense-type accounts
   • Click Save
3. The mapping becomes active immediately

Multiple Categories, One Account

You can map multiple categories to the same account. For example:

• parking and tolls both to "Parking and Tolls Expense"
• shipping and courier both to "Delivery Expense"

Account Selection Tips

• Check the Code: Account code helps identify the right account
• Read the Subtype: Provides additional context (e.g., "Cost of Labor")
• Ask Your Accountant: If unsure, consult your accounting professional
• Be Consistent: Use similar accounts for similar expenses

Mapping Revenue Accounts

Default Revenue Account (Required)

You must configure at least one default revenue account:

1. Go to Chart of Accounts > Revenue Mappings
2. Click Configure Default Revenue
3. Select an Income-type account
4. Click Save

This account is used for all invoices and payments unless an order-type-specific account is configured.

Order Type Specific Revenue (Optional)

To track revenue by order type:

1. Click Add Order Type Mapping
2. Select the Order Type (e.g., Real Estate Closing)
3. Select the Revenue Account for that type
4. Click Save

Order type accounts take precedence over the default.

Revenue Hierarchy

When syncing an invoice:

1. System checks for an order-type-specific account
2. If not found, uses the default revenue account
3. If neither exists, sync fails

Editing Mappings

Change an Existing Mapping

1. Find the mapping in the list
2. Click Edit
3. Select a different account
4. Click Save

The change affects future syncs only. Historical syncs are unchanged.

Deactivate a Mapping

To temporarily disable a mapping:

1. Click Edit on the mapping
2. Toggle Active to off
3. Click Save

Inactive mappings are not used for sync but remain in the system.

Delete a Mapping

1. Click Delete on the mapping
2. Confirm the deletion

Deleted mappings cannot be recovered. You must recreate them if needed.

Mapping Examples

Example 1: Simple Setup

Expense Mappings:
- parking → "Parking and Tolls Expense"
- supplies → "Office Supplies Expense"
- mileage → "Vehicle Expense"
- shipping → "Postage and Delivery"
- all other categories → "Miscellaneous Expense"

Revenue Mappings:
- default → "Service Revenue"

Example 2: Detailed Setup

Expense Mappings:
- parking → "Parking Fees - Field" (account 6100)
- tolls → "Tolls and Bridges" (account 6105)
- supplies → "Office Supplies" (account 6200)
- mileage → "Vehicle Mileage" (account 6300)
- shipping → "Shipping Expense" (account 6400)
- copy → "Printing and Copying" (account 6500)
- courier → "Courier Services" (account 6405)
- commission → "Notary Commissions" (account 7000)
- vendor payments → Various (vendor-specific)

Revenue Mappings:
- default → "General Notary Services" (account 4000)
- Real Estate Closing → "Real Estate Revenue" (account 4100)
- Loan Signing → "Loan Signing Revenue" (account 4200)

Troubleshooting Mapping Issues

Cannot Find Account in Dropdown

Possible causes:

• Account was not imported
• Account is inactive in QuickBooks
• Wrong account type filter

Solutions:

1. Re-import Chart of Accounts
2. Check account is active in your accounting software
3. Verify you're in the correct mapping section (expense vs. revenue)

Mapping Shows "PENDING_SETUP"

Cause: Placeholder created before importing accounts.

Solution:

1. Import Chart of Accounts
2. Edit the mapping and select a real account
3. Save to update the GUID

Multiple Mappings for Same Category

Issue: Duplicate mappings detected.

Solution:

1. Review both mappings
2. Deactivate or delete the incorrect one
3. Run validation to confirm

Best Practices

1. Start Simple: Map to broad categories first, refine later
2. Consult Accountant: Work with your accountant on account selection
3. Document Choices: Note why certain accounts were chosen
4. Review Periodically: Check mappings align with any account changes
5. Test First: Run a test sync after initial mapping setup

See Also

• Overview - Chart of Accounts overview
• Importing Accounts - How to import from provider
• Validation - How to validate your mappings