QuickBooks Online Visual Settings Guide

1. Credentials

In Mosaic

Connection Credentials allow Mosaic to authenticate and connect to your QuickBooks Online company. Click Setup Connection to access the QuickBooks Online login page where you can grant Mosaic permission to access your QuickBooks Online data for syncing.

To Get Started

1. Click the Setup Connection button.
2. Log in to QuickBooks Online with an Admin account.
3. If you have multiple companies, select the correct company and click Next.
4. After authorization, Connection Saved will display next to the button.

Review the full setup instructions in the QuickBooks Online Integration guide.

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Credentials are tied to the QuickBooks Online user who authorized the connection. If that user's access is removed, you will need to re-authenticate using another Admin account.

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Connection Credentials are not saved when you click Save As Draft — credentials are only persisted after a successful connection.

1. Employee Archive Status

In Mosaic

Controls whether QuickBooks Employee archive statuses are transferred to Mosaic. Archiving hides Members from active planning views but preserves all data and associations for historical tracking.

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In QuickBooks: Archive status corresponds to the Employee's active/inactive status on the Employee record.

Setting Options

• Transfer all + updates — QuickBooks Employee Archive Statuses will be transferred to Mosaic for all currently transferred Members. Additional updates in QuickBooks will also be transferred. This setting will overwrite Archive Status on Mosaic.
• Do not transfer (Recommended) — QuickBooks Employee Archive Statuses will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

2. Fetch Vendors as Employees

In Mosaic

When enabled, Vendors from QuickBooks Online will be fetched and treated as Employees (Members) in Mosaic. This is useful for firms that record Vendor time through QuickBooks and want that time to appear in Mosaic.

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In QuickBooks: Vendors are maintained in the Vendors list in QuickBooks Online, separately from Employees.

Setting Options

• Transfer as Member — QuickBooks Vendors will be transferred to Mosaic as Members.
• Do not transfer (Recommended) — QuickBooks Vendors will not be transferred to Mosaic as Members.

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By default, Mosaic does not sync Vendors from QuickBooks Online. To enable this feature so Vendor time entries sync between QuickBooks and Mosaic, inform your Customer Success Manager.

1. Default for new Projects

In Mosaic

A Portfolio is a folder used to organize multiple Projects — for example, by department, client, manager, or type of work. This setting determines which Portfolio newly linked QuickBooks Projects are placed into by default.

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In QuickBooks: There is no direct equivalent to Portfolios in QuickBooks. This is a Mosaic-only organizational concept.

Setting Options

• No Portfolio — Newly linked Projects will not be assigned to any Portfolio. They can be moved into a Portfolio manually later.
• Import (default) — A built-in Portfolio provided by Mosaic specifically for integration-linked Projects. Convenient if you want all imported Projects to land in one place before being organized further.
• [Your Portfolios] — Select any other existing Mosaic Portfolio to automatically place newly linked QuickBooks Projects into that Portfolio.

This setting only applies to new Projects at the time they are first linked. It does not retroactively move existing linked Projects.

Many firms start by selecting Import as the default, then periodically sort imported Projects into department- or client-specific Portfolios.

1. Linking Method

In Mosaic

This setting determines how QuickBooks Projects are connected to Mosaic. Importing means bringing a Project from QuickBooks into Mosaic for the first time. Linking means establishing an ongoing connection so that changes in QuickBooks are synced to Mosaic automatically.

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In QuickBooks: Projects correspond to QuickBooks Online Projects and their associated Customer/Sub-Customer records.

Setting Options

• Manually linked — No Projects will be automatically linked. You choose which QuickBooks Projects to import and link on a project-by-project basis.
• Automatically linked (Recommended) — All Projects that meet the criteria specified in the Automatic Linking Filter will be automatically linked. Projects that do not meet the criteria may be manually linked.

2. Linked Project and Phase Titles

In Mosaic

This setting controls whether Mosaic keeps Project and Phase titles in sync with QuickBooks, or allows them to diverge after the initial link.

Setting Options

• Overwrite (Recommended) — Mosaic Project and Phase titles will match the QuickBooks Project and Phase titles after changes in QuickBooks. If a linked Mosaic Project or Phase title is edited in Mosaic, it may not match the title of the QuickBooks Project or Phase until any value of the Project or Phase is changed in QuickBooks.
• Do not overwrite — If a Mosaic Project or Phase title is edited, it may not match the QuickBooks Project or Phase title, making it hard to uniquely identify matching Projects.

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If you choose Overwrite, ensure that team members do not edit Project or Phase titles directly in Mosaic, as those changes may be overwritten on the next sync.

1. Linking Method

In Mosaic

A Phase is a distinct stage within a Project's lifecycle. This setting determines how QuickBooks Phases are connected to Mosaic.

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In QuickBooks: Phases correspond to Sub-Customers or Sub-Projects nested under a parent Project in QuickBooks Online.

Setting Options

• Manually linked — No Phases will be automatically linked. You choose which QuickBooks Phases to import and link on a phase-by-phase basis.
• Automatically linked (Recommended) — All Phases that meet the criteria specified in the Automatic Linking Filter will be automatically linked. Phases that do not meet the criteria may be manually linked. Click Add/Edit Filters to configure filter criteria.

2. Order

In Mosaic

This setting controls how Phases within a Project are ordered in Mosaic.

Setting Options

• Phase Name — Orders Phases alphabetically by the Phase's name from QuickBooks after changes in QuickBooks. This setting will overwrite Phase order on Mosaic.
• Set on Mosaic (Recommended) — QuickBooks Phase order will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

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Maintain a single source of truth for ordering consistency. If you choose Phase Name, avoid reordering Phases manually in Mosaic.

1. Linking Method

In Mosaic

Work Categories classify the type of work being performed (e.g., Design, Project Management, Research). They are used to categorize Time Entries across Projects.

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In QuickBooks: Work Categories correspond to Service Items (and optionally Payroll Items) in QuickBooks Online.

Setting Options

• Manually linked — No Work Categories will be automatically linked. You choose which to import individually.
• Automatically linked (Recommended) — All Work Categories that meet the specified criteria will be automatically linked. Work Categories that do not meet the criteria may be manually linked.

2. Use payroll item

In Mosaic

When enabled, payroll items that can be linked to a Service Item are shown under the Service Items tab. This allows Mosaic to treat payroll items as linkable Work Categories alongside standard Service Items.

Setting Options

• Enabled — Payroll items appear under the Service Items tab and can be linked to Work Categories.
• Disabled (default) — Only standard Service Items are available for linking.

1. Transfer

In Mosaic

Time Entries are records of a Member's actual hours spent on Projects. They appear in Project Spent tabs, power budget analysis, and enable management features like approve/reject, billable overrides, rate resets, and bulk edits.

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In QuickBooks: Time Entries come from the Time tab / Weekly Timesheets in QuickBooks Online.

Setting Options

• Do not transfer — No QuickBooks Time Entries will be transferred.
• Transfer (Recommended) — Only the filtered QuickBooks Time Entries will be transferred. Use the filter criteria to control which entries sync to Mosaic.

2. Transfer to QuickBooks

In Mosaic

Controls whether Mosaic Time Entries are pushed back to QuickBooks Online. Mosaic supports two-way syncing for Time Entries.

Setting Options

• Transfer (Recommended) — Mosaic Time Entries will be transferred to QuickBooks.
• Do not transfer — No Mosaic Time Entries will be transferred to QuickBooks.

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Two-way Time Entry sync is enabled by default. Let your Customer Success Manager know if you'd like to disable it at any time.

3. Billable Status

In Mosaic

The billable status on a Time Entry indicates whether the recorded hours are chargeable to a client.

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In QuickBooks: The billable flag is set on each individual Time Entry record.

Setting Options

• Transfer (Recommended) — QuickBooks Time Entry billable statuses will be transferred to Mosaic after changes in QuickBooks. This setting will overwrite billable statuses on Mosaic.
• One time at first link — QuickBooks Time Entry billable statuses will only be transferred to Mosaic when the QuickBooks Time Entry is first linked.
• Do not transfer — QuickBooks Time Entry billable statuses will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

4. Hourly Rates

In Mosaic

Hourly Rates are the billing rates associated with each individual Time Entry record. They affect the spent amounts shown in Project budget views.

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In QuickBooks: Hourly Rates come from the Bill Rate / Cost Rate field on each Time Entry.

Setting Options

• Transfer (Recommended) — QuickBooks Time Entry hourly rates will be transferred to Mosaic after changes in QuickBooks. This setting will overwrite hourly rates on Mosaic.
• One time at first link — QuickBooks Time Entry hourly rates will only be transferred to Mosaic when the QuickBooks Time Entry is first linked.
• Do not transfer — QuickBooks Time Entry hourly rates will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.