Quickbooks Integration Guide
Mosaic integrations securely connect your accounting systems to bring the right people, project, financial, and time entry data into Mosaic for resource planning and management. By automating data synchronization, Mosaic eliminates manual data entry, reduces errors, and centralizes critical information in one location.
During onboarding, we'll help you connect your system, review your data to ensure it flows correctly, and CS will guide you through the tools and workflows. Start with the step‑by‑step setup instructions below, then follow the settings guide to finish configuration and validate your data.
1. How do we integrate to QuickBooks
Connection types
- Cloud (QuickBooks Online): Uses the QuickBooks Online API with OAuth-based authentication. Mosaic connects directly to your QuickBooks Online account to sync employees, customers, items, and time activity data. Customer hierarchy (Customers, Sub-Customers, Sub-sub-Customers) is used to map Clients, Projects, and Phases respectively.
QuickBooks Desktop is being discontinued by Intuit. If you are currently on Desktop, we recommend switching to QuickBooks Online, which Mosaic actively supports.
2. What Mosaic syncs from QuickBooks
| Data Type | Description |
|---|---|
| Members | Employee name, email |
| Clients | Customer records (top-level QuickBooks Customers) |
| Projects | Project records (QuickBooks Sub-Customers / Jobs) |
| Phases | Phase breakdowns under projects (QuickBooks Sub-sub-Customers / Sub-Jobs) |
| Work Categories | Service-type Items used for time categorization |
| Time Entries | Timesheet entries with hours, rates, and billability |
For detailed field mappings and settings per data type, see:
3. What Mosaic provides during onboarding
- Integration setup support (guidance, troubleshooting)
- Pre-built connectors and setup instructions (outlined in this document)
- Training & guidance on workflows and best practices
4. Implementation steps
| Step | What Happens |
|---|---|
| 1. Intake | Submit integration request and technical deep-dive forms |
| 2. Validation | Mosaic Solutions team reviews your forms and confirms requirements |
| 3. Connection | OAuth credentials are configured and connectivity is established |
| 4. Configuration | Integration settings are applied and initial data sync runs |
| 5. Testing | Data is validated, discrepancies are resolved, and workflows are confirmed |
| 6. Go-Live | Integration is finalized and handed off to your team |
Timeline varies by environment complexity.Your CSM will share a tailored schedule during onboarding.
Timely completion of forms and provision of credentials keeps things on track.
Requests to sync additional fields or change integration behavior are scoped as Statements of Work and billed at your contracted implementation rate.
5. Readiness Checklist
In order for onboarding to be considered successful, we need these items to be completed:
✅ Technical lead assigned - Designated integration point of contact for Mosaic
✅ Integration Request and Technical Deep Dive forms submitted
✅ QuickBooks Online integration connection set up via OAuth
✅ Setup Your Mosaic Integration Settings review call for onboarding
✅ Historical data sync confirmed by our Solutions team
6. What Mosaic needs from you and next steps
- Submit your integration request form and deep dive form (you should have already received this in your welcome packet)
- Mosaic reviews & starts set up process. Solutions team will review your forms and may reach out.
- Provide IT point of contact in case troubleshooting is needed.
- Provide QuickBooks connection details:
- Cloud (QuickBooks Online): OAuth admin access to your QuickBooks Online account — see QuickBooks Online Integration Setup
- Review the QuickBooks technical documentation to plan your Mosaic configuration ahead of onboarding
7. Setup and Technical Documentation
Connecting QuickBooks
| Connection Type | Resource | Description |
|---|---|---|
| Cloud (QB Online) | QuickBooks Online Integration Setup | Step-by-step guide to connect QuickBooks Online to Mosaic |
Cloud technical documentation
| Resource | Description |
|---|---|
| QuickBooks Online Integrated Data | Detailed field mappings and settings guide for QuickBooks Online deployments |
| QuickBooks Online Troubleshooting | Common integration errors and resolutions for QuickBooks Online |
QuickBooks FAQs - Common questions about setup, data sync, and configuration.
Updated 20 days ago