Integrated Data
QuickBooks Online
What this page covers: A complete reference mapping every QuickBooks Online field to its Mosaic equivalent. Use this guide when configuring your integration, verifying synced data, or troubleshooting discrepancies.
| Integration type | Cloud (QuickBooks Online API) |
| Setup complexity | Low |
| Prerequisite | QuickBooks Online Integration Setup |
How Data Flows
QuickBooks Online (API) → Mosaic Sync Engine (field mapping) → Mosaic (6 synced data types)
Mosaic connects to QuickBooks Online through the QuickBooks Online API to read employee, customer, item, and time activity 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 Online 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 | Timesheet 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 API sources. Read this legend before reviewing the mappings.
| Symbol | Meaning | Example |
|---|---|---|
. | API object field reference | Employee.GivenName = the GivenName field from the Employee object |
> | Fallback priority — use the first available value | Customer.CompanyName > Customer.DisplayName = use CompanyName; if null, use DisplayName |
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 Online |
|---|---|
| Employee Name | The employee's first and last name |
| The employee's primary email address |
Clients
| What Syncs to Mosaic | Where It Comes From in QuickBooks Online |
|---|---|
| Client Title | The customer's company name |
Projects
| What Syncs to Mosaic | Where It Comes From in QuickBooks Online |
|---|---|
| Project Title | The Sub-Customer / Job display name |
| Client | The parent Customer linked to the Sub-Customer |
Phases
| What Syncs to Mosaic | Where It Comes From in QuickBooks Online |
|---|---|
| Phase Title | The Sub-sub-Customer / Sub-Job display name |
Work Categories
| What Syncs to Mosaic | Where It Comes From in QuickBooks Online |
|---|---|
| Work Category Title | The name of the Service-type Item |
Time Entries
| What Syncs to Mosaic | Where It Comes From in QuickBooks Online |
|---|---|
| Date | The date the time was logged |
| Hours | The hours and minutes recorded on the timesheet |
| 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/comments on the time entry |
| Billable | Whether the time entry is marked as billable |
| Rate | The hourly rate on the time entry |
Payroll for QuickBooks
If you are using Payroll for QuickBooks, reach out to your Customer Success Manager for guidance on syncing time from Mosaic into QuickBooks.
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
- Changing field names in Mosaic to match custom labels in your ERP.
- Integrating data types that aren't listed in the integration documentation.
- Syncing Time Entries from QuickBooks Time that have not been exported to QuickBooks Online following approval.
QuickBooks Online Documentation Links
A consolidated reference of all QuickBooks Online documentation referenced in this guide:
| Topic | Link |
|---|---|
| API Reference | All Entities |
| Employee | Employee Entity |
| Customer | Customer Entity |
| Item | Item Entity |
| TimeActivity | TimeActivity Entity |
Related Documentation
Updated 6 days ago