Gather’s QBO integration syncs your products to QuickBooks Online (QBO) when you save them. By default, each product uses the QBO General Ledger Account assigned to its Product Category (Manage Group-Level Settings → Manage QBO Integration → Product Mappings). You can override that for an individual product by choosing a different QBO GL Account or by linking it to a specific QBO item on the Goods & Services page.
Table of Contents
Decisions about which QBO GL Accounts to use and how to structure your books should be made by your bookkeeper or accountant. Gather does not offer accounting, bookkeeping, or tax advice.
Product Mapping Tab
As part of the QBO Integration setup, you select the default QBO GL Account for each Product Category. When you set, change, or remove it, an Update Category Default dialog appears asking how to handle existing products (see below). Select an option and then click Confirm.
Set a Product Category's Default QBO GL Account
The dialog reads: “Category default GL account is being set for the first time. How would you like to handle existing products?”
Change a Product Category's Default QBO GL Account
The dialog reads: “Category default GL account is changing from one GL to another. How would you like to handle existing products?”
If some products in a category need a different QBO GL Account, choose the option that applies only to products using the category default. The “all existing products” option overwrites any product-specific QBO GL Accounts. To set a QBO GL Account for individual products, see the Goods & Services Section.
Remove a Product Category's Default QBO GL Account
The dialog reads: “Category default GL account is being removed. How would you like to handle existing products?”
If you remove a category’s default QBO GL Account without replacing it, products that have no QBO GL Account won’t sync to QuickBooks Online. Statements that include those products can’t be frozen until each product has a QBO GL Account.
Linked products
You link products through the Product Naming Wizard. Once products are linked to the same QBO item, they can’t diverge on these attributes:
Name
Taxability
Category
QBO GL Account
If you edit any of these on one linked product, every product linked to that QBO item updates immediately to this most recently synced product. This is by design, but it can have a wide impact when updating products.
Separate a linked product
Products stay linked until you separate them. To detach one:
Open the product in Goods & Services → Products.
In the Edit Product popup, use the QBO Item dropdown to select a different QBO item.
Click Save.
This breaks the link. The updated product can have its own name, taxability, category, and QBO GL account again, while the remaining products stay linked to each other.
Goods & Services Page
The Product Mapping section sets the default QBO GL Account for each product category. From the Goods & Services page, you can override this for individual products.
The Edit Popup has a QBO integration icon in the top-right corner that displays the product's sync status. This can be grayed out, red, or green. Learn more about Other QBO Sync Status Indicators.
Change a Product’s QBO GL Account
From the Goods & Services Statement Builder or Products table, locate the product to update.
Click on the product's name to open the Edit Product pop-up.
Update the QBO GL Account field.
Click Save.
Complete the Product Naming Wizard if it appears.
The product now syncs to the QBO GL Account you selected, rather than the category default.
Change Multiple Products’ QBO GL Account in Bulk
Use the bulk editor to assign the same QBO GL Account to several products at once. This is useful when multiple products should map to a QBO GL Account other than their category default.
In the Goods & Services Product table, use the far-left checkbox column to select the products to update.
Click on the orange Edit X Selected Product(s) to open the bulk edit menu.
Select Edit QBO GL Account.
Scroll to select or type in the new QBO GL Account. Every selected product will be set to this account.
Click Submit Bulk Edit to save the changes.
Complete the Product Naming Wizard if it appears.
If the product you update, individually or in bulk, is linked to other products, changing its QBO GL Account updates every product linked to that QBO item. To change only one product, first unlink it (see Linked products).