Purpose: Your accounting software is just as crucial as your payroll software, which is why we partner with NetSuite, QuickBooks Online (QBO), Xero, and Sage Intacct to make it easier than ever to share data across our platforms. This guide will walk Account Owners through installing your accounting app, mapping accounts to the Journal Entry report, and sending the data after payroll is processed.

Table of Contents:

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• Installing Your Accounting App
  • QuickBooks Online Login Setup
  • Xero Login Setup
  • NetSuite Login Setup
  • Sage Intacct Login Setup
• Tracking Transactions
• Mapping Accounts in the Journal Entry Report
• Sending Payroll Data
  • Common errors when sending journal entry reports

Navigate to Settings > Apps and locate either the QuickBooks Online (QBO), NetSuite (General Ledger), Xero (General Ledger), or Sage Intacct (General Ledger) application. Click Install to confirm your pricing of $30 per month per EIN and install the app directly in BambooHR. Only Account Owners will have access to this app installation.

Once the app finishes installing, a blue "Connect Account" link will appear next to the downloaded app. Click that link to begin the setup. You can also set up the integration directly in the Payroll > Journal Entry section of Settings.

If you have multiple EINs, you must select which EIN you would like to pair the integration with before continuing with the setup. Select the EIN from the dropdown menu at the top of the Journal Entry page. A purple banner with a "Connect" button will appear for you to begin the setup.

Once the integration is connected and your report is set up, you can configure QBO Classes, Xero Tracking Categories, NetSuite Dimensions, or Sage Intacct Classes (see Tracking Transactions below).

Classes in QuickBooks Online (QBO), Tracking Categories in Xero, Dimensions in NetSuite, and Classes in Sage Intacct enable you to track transactions by specific business segments. This can include various categories such as departments, locations, product lines, or events. This functionality helps streamline financial reporting and analysis by segmenting your payroll data.

Navigate to Settings > Payroll > Journal Entries. Locate the correct report and click Map Groupings.

A modal opens where you can select the BambooHR fields you want to map to either a QBO Class, an Xero Tracking Category, or a NetSuite Dimension, or a Sage Intacct class. For all integrations, only one grouping (such as department, division, employee work location, or project/task) can be assigned. Clicking Preview Report will display a preview of the report, allowing you to confirm the mappings before sending the report to the appropriate accounting software provider.

Upon completing the integration setup and running at least one payroll, you can map the chart of accounts of your chosen software to the Journal Entry report in BambooHR. Navigate to Settings Payroll Journal Entry and click Start Now on the report.

A modal will appear, allowing you to select the report you would like to map these accounts to, out of the four Journal Entry reports BambooHR offers: Summary (No Segmentation), Segmented by Division, Segmented by Department, or Build a Custom Journal Entry. Choose the correct one from the drop-down menu, then click Map Accounts.

The search and filter functions on the report mapping page are linked to your accounting integration software and will populate your chart of accounts so you can quickly find the correct account name. You can also assign accounts in bulk by checking the box next to the account within the Memo Name column and then choosing the account name from the dropdown menu.

Once you have finished mapping your accounts, click Review & Update.

To validate that you mapped the accounts correctly, a preview of your last payroll data will display with the accounts you chose on the previous page. You can go back to mapping or wrapping up the setup via the "Back to Mapping" and "Finish Setup" buttons.

The report will display on the Journal Entry page with a status of whether or not the report is syncing. Review the section below for more specifics on how to send the report data once payroll has been processed.

After you have mapped your accounts in the Journal Entry report and approved payroll, you can now send the data to your accounting software with a few simple button clicks. Navigate to Reports > Payroll Reports > Pay Date tab and locate the Journal Entry report. Hover over the report and click the paper airplane button to initiate the process. Your most recent payroll data will be previewed with the mapped accounts from the accounting software (aka Memo Names in BambooHR). Any missing memo lines will be highlighted for your review. When everything looks correct, click Send to [QuickBooks Online, Xero, NetSuite, or Sage Intacct.] to complete the process.

Please note that Account Owners, Full Admins, and Payroll Admins with access to the correct EIN can send this report. If two people try to submit the report simultaneously, BambooHR will prioritize sending one and send an error to the other user. If a second user tries to submit the report after it has already been submitted once, they will receive a notification that the report has already been sent and have the option to cancel the request or resend the data.

After you submit the report, the status will update on the Journal Entry page in Settings > Payroll > Journal Entry. By clicking the gear icon and selecting View Journal Entry Send Activity, you will see history of all reports you have sent in the past. This is also where any errors will surface if a report fails to send to your accounting integration.