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Override default QuickBooks item mappings for specific services, add-ons, and service charges. Use this when certain items need different accounting treatment than your defaults.

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When you need this

Common scenarios:
  • Service requires different income account
  • Add-on must track to a specific category
  • Service charge must track to specific expense account
  • Package pricing needs separate tracking
Default mappings handle most cases. Only create custom mappings when specific items need different QuickBooks items.
Requires QuickBooks Online integration and Pro subscription. Set up QuickBooks first.

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How mappings work

Priority order:
  1. Custom mapping (if exists) → uses specified QuickBooks item
  2. Default mapping → uses line item type default
  3. No mapping → uses QuickBooks default mapping (usually “Sales”)
Example: You have “Coffee Cart” service mapped to “Premium Catering” item. All other services use the default “Catering Services” item.

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Create a custom mapping

  1. Go to Settings > Integrations > QuickBooks
  2. Scroll to Line Item Custom Mapping section
  3. Click Add Mapping
  4. Select type: Service, Add-on, or Service Charge
  5. Choose Flashquotes item from dropdown
  6. Select QuickBooks item from dropdown
  7. Mapping saves automatically
What happens next: Future syncs use the custom QuickBooks item for that specific Flashquotes item. Existing invoices in QuickBooks aren’t changed.

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View existing mappings

All custom mappings appear in the Line Item Custom Mapping card. What you see:
  • Type (Service, Add-on, or Service Charge)
  • Flashquotes item name
  • Mapped QuickBooks item name
  • Delete button (hover to reveal)

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Delete a mapping

  1. Go to Settings > Integrations > QuickBooks
  2. Find the mapping in Line Item Custom Mapping
  3. Hover over the row
  4. Click trash icon
What happens next: Future syncs use the default mapping for that line item type. Existing QuickBooks records aren’t changed.

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Mapping rules

One mapping per item:
  • Each Flashquotes item can have one custom mapping
  • Updating a mapping replaces the previous one
  • Multiple items can map to the same QuickBooks item
Deletions:
  • Deleting a Flashquotes item removes its custom mapping
  • Deleted mappings can’t be recovered
  • Default mapping takes over immediately

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Common issues

  • Mapping not saving: Check you selected both Flashquotes item and QuickBooks item
  • Wrong item syncing: Custom mappings override defaults - check custom mappings first
  • Can’t find QuickBooks item: Click Refresh button to update QuickBooks data
  • Mapping disappeared: Flashquotes item may have been deleted

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Best practices

  1. Start with defaults - Only create custom mappings when needed
  2. Document your mappings - Note why specific items need custom treatment
  3. Review quarterly - Ensure mappings still make sense
  4. Test with one invoice - Verify mapping works before bulk syncing
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