QuickBooks FAQs
General QuickBooks FAQs
Q: Does Mosaic sync updates to time entries?
- Yes, Mosaic will sync updates to time entries that happen either in QuickBooks, or in Mosaic.
- Mosaic will not update time entries in QuickBooks if they have been added to an invoice or if the books are closed.
Please Note:
- If you want to update a time entry on QuickBooks that is already associated with an invoice, you must:
- Remove that time entry from the invoice
- Let the data sync into QuickBooks from Mosaic
- Re-add that time entry to your invoice
- If you want to update a time entry on QuickBooks in a period where your books are closed, you must:
- Reopen your books for that period
- Let the data sync into QuickBooks from Mosaic
- Close the books again if you wish
Q: Do I need to approve time entries for them to sync?
- No, Mosaic syncs time entries to and from QuickBooks regardless of their approval status.
Q: How can I integrate QuickBooks phases into Mosaic?
QuickBooks supports up to 4 levels of phases for a project (5 levels of QuickBooks Customers). By default, Mosaic supports this project structure:
- Client (QuickBooks Customer)
- Project (QuickBooks Sub-Customer/Job)
- Phase (QuickBooks Sub-Sub-Customer/Sub-Job)
- Work Category (QuickBooks Sub-Sub-Sub-Customer/Sub-Sub-Job)
- Phase (QuickBooks Sub-Sub-Customer/Sub-Job)
- Project (QuickBooks Sub-Customer/Job)
OR
- Project (QuickBooks Customer)
- Phase (QuickBooks Sub-Customer/Job)
- Work Category (QuickBooks Sub-Sub-Customer/Sub-Job)
- Phase (QuickBooks Sub-Customer/Job)
If you use up to 4 levels of phases (5 levels of QuickBooks Customers) for project planning, you should consider using subphases.
Subphases Support (Coming Soon)
Please Note:
Subphases are an optional feature.
If you are interested in turning on Subphases to integrate the lowest level of phases (QuickBooks Sub-Customers) from QuickBooks, please reach out to your Customer Success Manager.
After enabling Subphases, Mosaic will be able to accommodate the following project structure:
- Client (QuickBooks Customer)
- Project (QuickBooks Sub-Customer/Job)
- Phase (QuickBooks Sub-Sub-Customer/Sub-Job)
- Subphase (QuickBooks Sub-Sub-Sub-Customer/Sub-Sub-Job)
- Subphase (QuickBooks Sub-Sub-Sub-Sub-Customer/Sub-Sub-Sub-Job)
- Subphase (QuickBooks Sub-Sub-Sub-Customer/Sub-Sub-Job)
- Phase (QuickBooks Sub-Sub-Customer/Sub-Job)
- Project (QuickBooks Sub-Customer/Job)
OR
- Project (QuickBooks Customer)
- Phase (QuickBooks Sub-Customer/Job)
- Subphase (QuickBooks Sub-Sub-Customer/Sub-Job)
- Subphase (QuickBooks Sub-Sub-Sub-Customer/Sub-Sub-Job)
- Subphase (QuickBooks Sub-Sub-Sub-Sub-Customer/Sub-Sub-Sub-Job)
- Subphase (QuickBooks Sub-Sub-Sub-Customer/Sub-Sub-Job)
- Subphase (QuickBooks Sub-Sub-Customer/Sub-Job)
- Phase (QuickBooks Sub-Customer/Job)
Q: Do I need to create phases for my Mosaic projects if I'm expecting to see time entries organized by my service items on QuickBooks?
- No, you should not create phases on Mosaic. Your time entries will be organized into a work category corresponding to your service item.
- You should also not create phases on Mosaic if your project does not have any sub-sub-customers/phases on QuickBooks and your time entries are coming from QuickBooks to Mosaic.
Q: I have moved my time entries to a new project on Mosaic, why am I still seeing time entries in the old project on QuickBooks?
- For time to move out of QuickBooks you need to have the internal (Mosaic) project also linked with a project on QuickBooks. Mosaic does not delete time entries on QuickBooks if the new project is not linked.
Updated about 2 months ago