Integrated Data
QuickBooks Desktop
QuickBooks Desktop Discontinued Intuit is discontinuing support for QuickBooks Desktop and will not be releasing new versions. If you would like to use QuickBooks and Mosaic, we recommend switching to QuickBooks Online, which we do offer active support for.
What this page covers: A complete reference mapping every QuickBooks Desktop field to its Mosaic equivalent. Use this guide when configuring your integration, verifying synced data, or troubleshooting discrepancies.
| Integration type | On-Premise (QuickBooks Web Connector / SDK) |
| Setup complexity | Low |
| Prerequisite | QuickBooks Desktop Integration Setup |
How Data Flows
QuickBooks Desktop (Web Connector / SDK) → Mosaic Sync Engine (field mapping) → Mosaic (6 synced data types)
Mosaic connects to QuickBooks Desktop through the QuickBooks Web Connector and the QuickBooks SDK to read employee, customer, item, and time tracking data. Customer hierarchy (Customers, Sub-Customers, Sub-sub-Customers) is used to map Clients, Projects, and Phases respectively.
Integrated Data Types
The integration syncs 6 data categories from QuickBooks Desktop into Mosaic:
| # | Data Type | Description |
|---|---|---|
| 1 | Employees | Staff records with names and emails |
| 2 | Clients | Customer records (top-level Customers) |
| 3 | Projects | Project records (Sub-Customers / Jobs) |
| 4 | Phases | Phase breakdowns under projects (Sub-sub-Customers / Sub-Jobs) |
| 5 | Work Categories | Service-type Items used for time categorization |
| 6 | Time Entries | Time tracking entries with hours, rates, and billability |
This list may expand as new features are added.
Reading the Field Mapping Tables
Symbol legend for technical tables
The Technical Reference tabs below use a shorthand notation for SDK sources. Read this legend before reviewing the mappings.
| Symbol | Meaning | Example |
|---|---|---|
. | SDK object field reference | EmployeeRet.FirstName = the FirstName field from the EmployeeRet object |
> | Fallback priority — use the first available value | CustomerRet.CompanyName > CustomerRet.Name = use CompanyName; if null, use Name |
Detailed Field Mappings
Jump to a section: Employees | Clients | Projects | Phases | Work Categories | Time Entries
Employees
| What Syncs to Mosaic | Where It Comes From in QuickBooks Desktop |
|---|---|
| Employee Name | The employee's first and last name |
| The employee's email address |
Clients
| What Syncs to Mosaic | Where It Comes From in QuickBooks Desktop |
|---|---|
| Client Title | The customer's company name |
Projects
| What Syncs to Mosaic | Where It Comes From in QuickBooks Desktop |
|---|---|
| Project Title | The Sub-Customer display name |
| Client | The parent Customer linked to the Sub-Customer |
Phases
| What Syncs to Mosaic | Where It Comes From in QuickBooks Desktop |
|---|---|
| Phase Title | The Sub-sub-Customer display name |
Work Categories
| What Syncs to Mosaic | Where It Comes From in QuickBooks Desktop |
|---|---|
| Work Category Title | The name of the Service-type Item |
Time Entries
| What Syncs to Mosaic | Where It Comes From in QuickBooks Desktop |
|---|---|
| Date | The date the time was logged |
| Hours | The duration recorded on the time tracking entry |
| Account | The Customer the time was logged against |
| Project | The Customer (Job) the time was logged against |
| Phase | The Sub-Job the time was logged against |
| Work Category | The Service Item used for the time entry |
| Description | The notes on the time entry |
| Billable | Whether the time entry is marked as billable |
| Rate | The hourly rate on the time entry |
Online vs. Desktop Comparison
Compare QuickBooks Online and Desktop capabilities
| Feature | Online | Desktop |
|---|---|---|
| Integration method | QuickBooks Online API | QuickBooks Web Connector / SDK |
| Hosting | Cloud | On-Premise |
| Active support | Yes | No (discontinued by Intuit) |
| Time Entry sync | Via QB Online API | Via Web Connector |
| Payroll integration | Supported (contact CSM) | Not available |
Unsupported Data Sources
Unsupported Data Sources and Configurations
- Changing field names in Mosaic to match custom labels in your ERP.
- Integrating data types that aren't listed in the integration documentation.
- Sending Time Entries to QuickBooks Desktop instances that regularly have backups restored over the Company File integrated with QuickBooks Web Connector.
- Installing the QuickBooks Web Connector on personal machines (QuickBooks Desktop Integration).
- Installing QuickBooks Web Connector on a machine only accessible by an IT provider (not recommended).
- Installing QuickBooks Web Connector on a machine that is regularly powered off or logged out of Windows.
- Configuring QuickBooks Web Connector to use a QuickBooks account that is shared with another user.
- Moving the Company File to a new location after integrating with Mosaic.
QuickBooks Desktop Documentation Links
A consolidated reference of all QuickBooks Desktop documentation referenced in this guide:
| Topic | Link |
|---|---|
| QB Desktop SDK | QuickBooks Desktop SDK |
| Intuit Developer | Intuit Developer Portal |
Related Documentation
Updated about 1 month ago