How to Assign QuickBooks Classes on Product Lines Using Synder

With Smart Rules, you can automatically assign QuickBooks classes to your products, so there’s nothing to edit by hand. This guide shows you how to assign QuickBooks classes on product lines using Synder. In short, you create and customize the Smart Rule once — and then enjoy the results. For example, say you sell these different products in your payment gateway or e-commerce store:

  • ‘Green Tea’;
  • ‘Coffee’;
  • ‘Cookies’;
  • ‘Cakes’.

Now, say you want to put ‘Green Tea’ and ‘Coffee’ under the Class ‘Drinks’ in QuickBooks, and ‘Cookies’ and ‘Cakes’ under the Class ‘Food’, so that Profit and Loss groups them properly. So keep reading to learn how to build the rule and automate the whole process.

*Rules work on the basis of ‘if-then’ conditions – so you can create flows and make Synder adapt to your needs. The process contains 2 phases:

  1. Synchronization of a transaction from the payment processor or e-commerce channel to your accounting system.
  2. Update of the created QuickBooks transaction based on the information inside of it, which happens almost instantly based on the conditions of the rule.
Using Xero? Xero doesn’t have Classes — the Xero equivalent is a Tracking Category (Xero allows up to two). Smart Rules apply them on the matching Xero entity — here, an Invoice line instead of a Sales Receipt line. The steps below are the same in principle. See How to Automatically Assign Xero Tracking Categories Using Smart Rules for the Xero-specific setup.

Overview:

  1. Set up classes in QuickBooks

  2. Building a rule in Synder to classify items

  3. Classified transactions and details Reports in QuickBooks

Set up classes in QuickBooks

First, make sure that class tracking in QuickBooks Online is enabled and is working per line (row) as QuickBooks provides 2 modes of class tracking (per transactions and per line). If class tracking is disabled, please, check out how to enable classes in QuickBooks.
Once classes are enabled, please create a needed set of classes in your QuickBooks first, then you will be able to use them in Synder. Follow these steps to create classes in QuickBooks:

  1. Go to QuickBooks ‘Settings’ ⚙ and then ‘All Lists’.
  2. Select ‘Classes’.
  3. Select ‘New’. Give this class a name.
  4. Select ‘Save’.
  5. Repeat steps 3 and 4 to create all the classes needed.

Building a rule in Synder to classify items

Now, let’s create a rule in Synder to classify your sales. It should look like the screenshot below:

Smart Rule that assigns QuickBooks classes on product lines

Then follow the instructions below to build the rule step by step:

  • Go to the ‘Smart Rules’ Tab → ‘Rules’ → ‘Create rule’.
  • Optionally, name the rule however you would like.
  • Next, choose the “trigger” that starts your rule: Sales Receipt → Created. This means that each time Synder creates a Sales Receipt in your QuickBooks, this rule runs automatically.
  • Click “Condition” to set the future conditions for the rule and click the nearest box.

Assign QuickBooks classes to the first product group

  • Next, on the left, select if Line:Product/Service → Name → Equals → ‘Green Tea’ or ‘Coffee’. This means that whenever a product/service name is ‘Green Tea’ or ‘Coffee’, Synder will perform the action you set next. Note: Names must be exactly the same if you select the Equals option.
  • Click “YES” and then click the nearest box.
  • Select Action.
  • Then set: QuickBooks action → Sales Receipt → Update line → Set QuickBooks entity data. This tells Synder to update the specific line of the Sales Receipt (with Coffee or Green Tea) that triggered the rule.
  • After that, in the QuickBooks Entity data popup, select the “Drinks” class and click Submit.

Assign QuickBooks classes to the second product group

  • Now, get back to the“If” block and go with the “NO” Condition block of the rule to set the class for remaining products right the same way.
    Select: if Product/Service → Name → Equals → ‘Cookies’ or ‘Cakes’ and press “YES”. 
  • Finally, choose the action: QuickBooks action → Sales Receipt → Update line → Set QuickBooks Online entity data. This will tell Synder that it should update a particular line of the Sales Receipt (with Cake or Cookies items) that has triggered the rule.
  • In the Set QuickBooks entity data, select the “Food” class this time.
  • Finally, click on “Save & Close Rule”.

Congrats, you have finished the setup for classification of your sales per item! Now anytime Synder records data into your QuickBooks, it will check the lines and assign classes automatically based on the conditions you just set.

Classified transactions and details Profit and Loss in QuickBooks

Now, open the synced transaction in QuickBooks directly to see the result, or go to the‘Platform transactions’ tab in Synder  → find this Sales Receipt with the ‘Synced’ status → press ‘Explain’ → ‘Show in QB’ to open it via direct link. 

Then, if you go to the‘Reports’ Tab on your QuickBooks Online – you will see that each product was assigned to the correct Class you specified in the Smart Rule. Have your Profit and Loss and other reports as detailed as needed automatically with Synder.

QuickBooks Profit and Loss grouped by the assigned classes

You can disable any rule you no longer use at any time, and then enable it again when you need it. There’s also the option to edit and delete. Also, learn how to apply classes to income transactions automatically, as well as how to apply classes to expenses automatically.

Reach out to the Synder team via online support chat, phone, or email with any questions you have – we’re always happy to help you!


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