If you currently use Quickbooks for your business accounting, you can use the Category Mapping feature in Rho to create rules that automatically map Rho transactions directly to your General Ledger so that you can close your books faster.
Category Mapping allows you to map any Rho attribute (Merchant, Merchant categories, Budgets, Cards, Cardholders/Users, Labels) to your Quickbooks attributes (Categories, Payees, Customers/Projects, Classes, Departments/Locations) and create automated workflows customized to your business.
To understand the various Rho Attributes that can be mapped to QB attributes, see our descriptions below:
The payee or recipient (Supplier of the goods/services e.g. Google, Uber, Smith Supplies)
The classification of the payee’s business by the type of goods or services provided (e.g. Taxis/Limousines, Courier Services, Electronics Store)
Budgets in Rho are used to classify transactions across your cost centers. You can create budgets by department, project, and more and assign cards, transactions are people to budgets to help you manage your organization’s expenses. (e.g. Marketing, HR, Legal etc.)
Virtual or physical Rho cards created in your Rho account (e.g. John Smith Card, Google Ads Card, IT SaaS Card, etc.)
A cardholder is the user assigned to the Rho Card.
A user is an individual with access to your Rho account.
Labels are the equivalent of classes in your accounting system. You can create custom labels to help categorize your spend and assign labels to any budget, transaction, or bill directly in Rho. (e.g. Contractors, Marketing Freelancers)
Access Category Mapping
To access Quickbooks Category Mapping, click the Integrations button from the Rho Toolbar. Then from the Integrations page click the Quickbooks Settings (gear) button and select Edit. Finally, from the Quickbooks page click the Edit button next to Category Mapping.
From the Quickbooks Category Mapping page, you can do the following:
Set a default GL account for all Rho expenses
Set a separate default GL account for all Rho income
Create override mapping rules for your defaults
Set Your Default Mapping
Set a default rule to have any ‘categorization pending’ transactions flow through to a designated ledger in Quickbooks for you to later review. Click the Default ledger for Expenses or Default ledger for Income drop-down list and select the desired Quickbooks ledger.
Once your default mapping is set, you can then create specific overrides for that default rule. Any transactions that are categorized and fall within the parameters of your override will bypass your default rule and be written to the corresponding GL.
Mapping Rho Attributes to Quickbooks Attributes
Watch videos on how to set up category mapping:
You are able to map the following:
Map Rho Attributes (Merchant, Merchant Categories, Budgets, Cards, Cardholders/Users or Labels)
TO Quickbooks Attributes (COA Categories, Payees, Customers/Projects, Classes or Departments/Locations)
First, select a Rho attributes from the left-hand list in the Mapping Override section, (such as Budgets). Next, select a Quickbooks attribute from the right-hand list (COA Categories).
This will display that, for this rule, the TBD Rho Budget will flow through to the TBD Quickbooks Chart of Account).
Next create a rule that assigns a specific Budget, Card, Merchant, Merchant Category, Cardholder (User), or Label within Rho to be sync directly to a specific COA ledger e.g. Payee, Class etc. in QBO (for example, map your Expenses Rho Budget to your Quickbooks Accounts Payable Chart of Account Category). Click Save Rule.
You can add as many rules within this override as you'd like.
To create a new override (for example Rho Merchants to Quickbooks Payees) click the Add Override button to add a new custom mapping rule.
When you’ve finished creating mapping rules, click the Save Rules button.
Here is an example of our new card merchant mapping.
All merchants that you have transacted with using one of your Rho cards (from Dunkin Donuts to FedEx) will populate the dropdown list of the Rho Attribute ‘Merchant’. You can then map that specific merchant (FedEx) to any payee, class, COA, or project in QBO. Once the rule is created, when you transact with that merchant again, the transaction will automatically be written to the correct GL.
When finished creating rules for this map, click the Save Rules button.
Please note: Only new transactions, following the creation of the rules, will be overwritten.
Finally, for all transactions to be pushed to Quickbooks and mapped to the correct GL, please press “Sync Quickbooks” in your Banking tab.