Matching Your QuickBooks Data

Created by Kylah Brown, Modified on Fri, 17 Jul at 2:55 PM by Kylah Brown

Integrations Guide

Matching Your QuickBooks Data

Before you begin: QuickBooks needs to be connected first — see the guide “Connecting QuickBooks & the Dashboard.” Matching (also called linking) is how you tell Hashio which QuickBooks record goes with which Hashio record, so your invoices and costs always land in the right place.

Why Matching Matters

When Hashio and QuickBooks share information, each record needs a partner on the other side. Matching your customers, products, vendors, and accounts makes sure invoices post to the right customer, products post to the right income accounts, and expenses land in the right category for accurate batch costs.

You only need to match a record once. Hashio remembers your choices for future syncs, and you can use Auto-map by name to match the obvious ones automatically.

Customers

The Customers tab connects your Hashio customers to the matching customers in QuickBooks, so every invoice lands on the right account.

Step 1 Open the Customers tab

From the dashboard tabs, click Customers.
You’ll see a list of QuickBooks customers with their QB ID, Name, Email, Phone, and how many Hashio customers are linked to each.

Step 2 Link a QuickBooks customer to your Hashio customers

Click a customer row to open the Link customers to QBO customer window.
Check the box next to each Hashio customer that should map to that QuickBooks customer. You can use the search box to find them quickly.
Click Save.

Turn on “Hide customers linked elsewhere” to only show customers that aren’t linked yet. Saving will reassign any customers that were linked somewhere else.

Step 3 Match customers automatically or pull the latest list

Click Auto-map by name to let Hashio match customers whose names are the same.
Click Sync from QuickBooks to pull in the newest customer list from QuickBooks.

Items / Catalog

The Items tab matches your Hashio products to QuickBooks items, so your invoices post to the right places in QuickBooks.

Step 1 Open the Items tab

From the dashboard tabs, click Items.
Each row shows an item Name, the QuickBooks Product it maps to, and how many Hashio products are linked.

Step 2 Add a QuickBooks item

Click Add Item.
Enter the Name as it should appear on invoices.
Choose the matching QuickBooks Product.
Click Create.

Step 3 Link your Hashio products to the item

On an item row, open the Link products to item window.
Search by name or SKU, then check the products that belong to this item.
Click Save.

Turn on “Show non-cannabis items” if you need to link products that aren’t cannabis. Saving will reassign any products linked elsewhere.

Step 4 Sync your products

Click Sync products to update the item list with QuickBooks.

Vendors

Vendors are your suppliers, brought into Hashio from QuickBooks. The Vendors tab shows which ones are matched up.

Step 1 Open the Vendors tab

From the dashboard tabs, click Vendors.
Each row shows the vendor Name, Email, Phone, QB ID, and a Status of Synced or Unsynced.

Use the All / Synced / Unsynced filters to focus on vendors that still need to be matched.

Step 2 Match vendors or pull the latest list

Click Auto-map by name to match vendors with the same name automatically.
Click Sync from QuickBooks to bring in the newest vendor list.

Chart of Accounts

Your QuickBooks accounts import into Hashio here. Mapping each expense account to a Hashio category is what lets your costs show up in the right place.

Step 1 Open the Chart of Accounts tab

From the dashboard tabs, click Chart of Accounts.
Each row shows the QuickBooks Account, its Type (such as Expense), an Allocatable toggle, and its Hashio Category.

Step 2 Import your accounts

Click Sync from QuickBooks to import or refresh your accounts.

Use the search box and the Expense-side only, All accounts, and Unmapped only filters to find what you need.

Step 3 Map an account to a Hashio category

Find the account you want to map.
Open the Hashio Category dropdown on that row and choose the right category.

Any accounts left unmapped will land in “Other” until you map them. Your choices are remembered for future syncs.

Step 4 Choose which accounts are allocatable

Turn the Allocatable toggle off for accounts you don’t want split onto batches — for example, rent.

Accounts you turn off still import and appear in reports. They just won’t show up in the batch allocation window.

Heads up: If you see a banner saying some expense accounts are unmapped, it’s reminding you that lines on those accounts will land in “Other” until you map them. Mapping your accounts is what powers accurate batch costs.

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