How to Map Project Insight Users to QuickBooks Online Employees

Project Insight allows administrators to map Project Insight users to active QuickBooks Online employees. This mapping is required when exporting timesheets or expense reports from Project Insight to QuickBooks Online because it identifies which employee should receive each user’s time and expense data.

Best for: Project Insight administrators who are preparing to export employee timesheets or expense reports to QuickBooks Online.

Why do Project Insight users need to be mapped to QuickBooks Online employees?

Project Insight users must be connected to their corresponding QuickBooks Online employee records before their timesheets or expense reports can be exported.

Project Insight does this by creating a mapping between the user who entered the time or expense in Project Insight and the employee record that should receive the information in QuickBooks Online.

Without the correct mapping, Project Insight cannot determine which QuickBooks Online employee corresponds to the Project Insight user.

What should you check before mapping users?

Before beginning, confirm that:

• The Project Insight QuickBooks Online add-on is available and configured.
• The employees you want to map are active in QuickBooks Online.
• The corresponding users exist in Project Insight.
• You have access to the QuickBooks Online add-on configuration settings.

Only active QuickBooks Online employees are displayed on the employee mapping screen.

How do you open the QuickBooks Online employee mapping screen?

1. Go to Add-ons in Project Insight.
2. Find the Project Insight QuickBooks Online add-on.
3. Select Configure.
4. Scroll to the mapping options.
5. Select Map Users to QuickBooks Online Employees.

What information appears on the employee mapping screen?

The mapping screen displays:

• The active QuickBooks Online employee
• The employee’s current mapping status
• The mapped or proposed Project Insight user
• Administrative actions for editing or removing the mapping

This screen allows administrators to review existing mappings, accept proposed matches, choose different users, or remove incorrect mappings.

How does Project Insight propose employee mappings?

Project Insight proposes a mapping when a QuickBooks Online employee’s first and last name exactly match a Project Insight user’s first and last name.

When an exact match is found, the mapping status displays a proposed link.

To accept the proposed mapping:

1. Review the QuickBooks Online employee and proposed Project Insight user.
2. Select the Proposed link.
3. Confirm that the mapping status updates to show that the mapping has been created.

Project Insight does this by comparing the first and last names in both systems, reducing the need to manually map every employee when the names match exactly.

How do you map an employee to a different Project Insight user?

Use the edit option when:

• Project Insight did not find an exact name match.
• The proposed mapping is incorrect.
• The QuickBooks Online employee should be connected to a different Project Insight user.

To choose another user:

1. Find the QuickBooks Online employee on the mapping screen.
2. Select the edit icon in the administrative actions column.
3. Choose the correct Project Insight user.
4. Save or confirm the selection as shown on the screen.

How do you remove an incorrect employee mapping?

To remove an existing mapping:

1. Find the mapped QuickBooks Online employee.
2. Go to the administrative actions column.
3. Select Unmap.

The QuickBooks Online employee and Project Insight user will no longer be connected. You can then create a different mapping if needed.

How do you finish the mapping process?

After reviewing and completing the employee mappings, select Done.

Project Insight returns you to the main QuickBooks Online add-on configuration settings.

Before exporting timesheets or expense reports, verify that every Project Insight user included in the export is mapped to the correct QuickBooks Online employee.

What are common mistakes when mapping employees?

Accepting a proposed mapping without reviewing it

Proposed mappings are based only on an exact first-name and last-name match. Review the suggested user before accepting the mapping.

Expecting inactive QuickBooks Online employees to appear

The mapping screen lists active QuickBooks Online employees. Confirm the employee’s status in QuickBooks Online if the employee is missing.

Mapping an employee to the wrong Project Insight user

Use the edit icon to select a different Project Insight user when the proposed or existing mapping is incorrect.

Exporting before mappings are complete

Complete and review the necessary employee mappings before exporting timesheets or expense reports.

What does employee mapping help teams accomplish?

Mapping users helps accounting and project teams move time and expense information from Project Insight into the correct QuickBooks Online employee records.

Project Insight does this by connecting operational project data with the corresponding accounting records, helping teams:

• Reduce manual data entry
• Prevent time and expenses from being assigned to the wrong employee
• Prepare timesheets and expense reports for export
• Maintain more consistent records between Project Insight and QuickBooks Online

In short, employee mapping establishes the connection Project Insight needs to send each user’s time and expense information to the correct QuickBooks Online employee.

Where can you get help with QuickBooks Online mappings?

For assistance with the Project Insight QuickBooks Online add-on or employee mappings, visit Project Insight Support at projectinsight.com/support.

Related questions

• Can Project Insight export timesheets to QuickBooks Online employees?

• Yes. Project Insight can export timesheets to QuickBooks Online after each Project Insight user is mapped to the correct QuickBooks Online employee.

• Can Project Insight export expense reports to QuickBooks Online employees?

• Yes. Employee mappings allow Project Insight to associate exported expense reports with the correct QuickBooks Online employees.

• What does a proposed employee mapping mean?

• A proposed mapping means Project Insight found an exact first- and last-name match between a QuickBooks Online employee and a Project Insight user. Select Proposed to accept and create the mapping.

• How do I change an incorrect employee mapping?

• Select the edit icon for the QuickBooks Online employee, and then choose the correct Project Insight user.

• How do I remove an employee mapping?

• Select Unmap in the admin actions column for the mapped QuickBooks Online employee.

• Why is a QuickBooks Online employee missing from the mapping screen?

• The mapping screen only lists active QuickBooks Online employees. Check the employee’s status in QuickBooks Online when they do not appear.