Overview
Before FileTrac can export invoices and payouts to QuickBooks, every company, service, adjuster, and sales tax rate used in your billing data must be mapped to its corresponding entry in QuickBooks. Without these mappings, the export queue on the Scheduled Items tab will show validation errors and the affected items cannot be exported. This article covers the four mapping tabs and how to resolve common mapping issues.
Companies Tab
The Companies tab lists all FileTrac companies (carrier clients) that appear on invoices. For each company, you select the matching customer record in QuickBooks from a dropdown. This mapping tells QuickBooks which customer account to credit when an invoice is exported.
If a FileTrac company does not have a matching QuickBooks customer, you must create the customer in QuickBooks first, then return to this tab and complete the mapping. Click Save Changes after updating any mappings.
Services Tab
The Services tab maps FileTrac service line items (for example, Inspection Fee, Mileage, Report Writing) to QuickBooks service or item entries. Each service that appears on a FileTrac invoice must have a corresponding item in QuickBooks so that revenue is categorized correctly in your chart of accounts.
Review this tab whenever your administrator adds new service types in FileTrac's Settings. New services will appear unmapped and will block exports until they are linked to a QuickBooks item.
Adjusters Tab
The Adjusters tab maps FileTrac adjuster records to QuickBooks vendor or employee records. This mapping is used when exporting payout data — each adjuster's payout needs to be associated with the correct vendor in QuickBooks for accounts payable tracking.
Like the other mapping tabs, any unmapped adjuster will generate a validation error on the Scheduled Items tab and prevent the associated payout from exporting.
Sales Tax
If your invoices include sales tax, the tax rates configured in FileTrac must be mapped to the corresponding sales tax items in QuickBooks. FileTrac supports per-state tax rates (for example, separate rates for Texas, Illinois, New York, Louisiana, California, Hawaii, Washington, Colorado, and Georgia). Each state's tax rate must match a QuickBooks sales tax item to ensure tax amounts export correctly.
Validation Errors and Troubleshooting
When you open the Scheduled Items tab and see validation errors, the error message identifies which mapping is missing. Common messages include:
"Unmapped company" — Go to the Companies tab and map the company.
"Unmapped service" — Go to the Services tab and map the service line item.
"Unmapped adjuster" — Go to the Adjusters tab and map the adjuster.
"Unmapped sales tax" — Verify that the state tax rate is mapped to a QuickBooks sales tax item.
After resolving mappings, return to Scheduled Items and the previously blocked items should now be exportable.
Tips
Complete all four mapping tabs before attempting your first export. Missing mappings are the number one cause of failed QuickBooks exports.
When you add a new carrier client in FileTrac, remember to also create the customer in QuickBooks and map it on the Companies tab.
Use the "Limit to the items that are able to be exported" filter on the Scheduled Items tab to separate ready-to-export items from those still blocked by mapping issues.
The Logs tab records every export attempt, including failures. If an export fails after you have completed all mappings, check the Logs for a specific error message that may point to a QuickBooks-side issue (for example, a locked company file or a duplicate record).
Only administrators should modify mappings. Incorrect mappings can cause invoices to post to the wrong customer or revenue account in QuickBooks.
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