How to Map Avaza Invoice Line Items to QuickBooks Online Income Sub-Accounts

Many companies create invoices in Avaza for labor or service-based work but find that when these invoices are synced to QuickBooks Online (QBO), all revenue lands in a single, generic income account. This makes reporting by service type or department difficult and can lead to inaccurate Profit & Loss (P&L) reports.

Problem:

• Avaza allows assigning invoice line items to a general revenue category (e.g., “Labor Income”), but this alone does not determine which sub-account in QBO the revenue posts to.
  
• QBO assigns income based on the product or service item associated with each invoice line.
  
• If Avaza items do not match existing QBO products/services, revenue may be posted to the wrong sub-account or even create new items incorrectly.
  

Goal:

Ensure that each line item in Avaza invoices is accurately posted to the correct income sub-account in QBO, so that P&L reports reflect revenue by service category, department, or project type.

Solution Overview:

1. Set up QBO properly:
   
   
   • Create a parent income account (e.g., “Labor Income”).
     
   • Create sub-accounts for each category of labor or service.
     
   • Create QBO products/services linked to the appropriate sub-account.
     
2. Set up matching products/services in Avaza:
   
   
   • Create Avaza products with names that exactly match the corresponding QBO items.
     
3. Invoice creation and sync:
   
   
   • Use the mapped Avaza products/services for invoice line items.
     
   • Sync the invoice to QBO.
     

Result:

• Each invoice line maps to the correct QBO product/service.
  
• Revenue posts to the intended sub-account.
  
• Profit & Loss reports accurately reflect each category of service or labor.
  

Benefits:

• Accurate and detailed financial reporting
  
• Reduced need for manual reconciliation
  
• Ensures consistency across Avaza and QBO

Below is a step tp step guide that will walks you through step-by-step setup, so each line item from an Avaza invoice will post to the correct QBO sub-account

Step 1: Set up Income Accounts in QBO

1. Go to Chart of Accounts in QBO.
   
2. Create a parent account for labor or service revenue:
   
   • Account Type: Income
     
   • Detail Type: Sales
     
   • Name: Labor Income
     
3. Create sub-accounts under this parent for each category of labor/service. For example:

Sub-account Name	Parent Account
Account & Creative Management Services	Labor Income
Creative Services	Labor Income
Production Services	Labor Income
Strategic Services	Labor Income

Step 2: Create Products/Services in QBO

For each type of service you provide, create a matching QBO Product/Service item.

Example:

Product/Service	Type	Income Account
BIUK – CD	Service	Creative Services
BIUK – PS	Service	Production Services

Important:

• Each item must be linked to the correct income sub-account.
  
• The name should be clear and distinct, as this will later be mapped to Avaza.
  

Sanity check:

• Create a manual invoice in QBO using these items.
  
• Verify the revenue posts to the correct P&L sub-account.

Step 3: Set up Corresponding Products/Services in Avaza

1. In Avaza, go to Settings → Products & Services → New Product/Service.
   
2. Create products with names exactly matching the QBO items.
   

Example:

Avaza Product	Matches QBO Item
BIUK – CD	BIUK – CD
BIUK – PS	BIUK – PS

This ensures that when Avaza sends invoices to QBO, the line items map correctly.

Step 4: Create an Invoice in Avaza

1. Go to Invoices → New Invoice in Avaza.
   
2. Add line items using the Avaza products/services you created.
   
3. Fill in quantity, rate, and other details.
   
4. Save the invoi

Step 5: Sync the Invoice to QuickBooks Online

1. Send the invoice to QBO using your integration settings.
   
2. Check in QBO:
   
   • Each line item appears as the corresponding QBO product/service
     
   • Revenue is posted to the correct sub-account on the P&L report
     
   • No new products/items are created if the names match exactly

Step 6: Troubleshooting & Best Practices

• Product name match: Avaza product names must exactly match QBO items, including punctuation and spacing.
  
• Income account: Always assign each QBO item to the correct sub-account.

Step 6: Troubleshooting & Best Practices

• Product name match: Avaza product names must exactly match QBO items, including punctuation and spacing.
  
• Income account: Always assign each QBO item to the correct sub-account.