LienWaiver.pro

Project Mapping (QBO Classes & Customer Jobs)

•4 min read•By LienWaiver.pro

What project mapping does

When you generate a lien waiver from a QuickBooks Online bill, LienWaiver.pro reads the bill's project reference: either a QBO Class or a Customer:Job. If that reference is mapped to one of your Saved Projects, the waiver form automatically selects that project and pre-fills any details you've saved in it.

Without mapping, you'd select the project yourself every time. With mapping, a bill from a vendor on Project A pulls in Project A automatically.

Project mapping requires an Enterprise plan.

QBO Classes vs. Customer:Jobs

QBO supports two common ways to track jobs:

Classes are used when your company tracks projects through the chart of accounts. You assign a class (typically a job name) to transactions. If your QBO account uses classes, you'll see them listed in the mapper.

Customer:Jobs are used when projects are set up as sub-customers under a parent customer record. For example, a customer "Acme Corp" might have sub-customers "Acme Corp: Warehouse Expansion" and "Acme Corp: Office Remodel." If your QBO account uses this structure, those sub-customers appear in the mapper.

Some companies use both. The mapper shows separate sections for Classes and Customer:Jobs, so you can handle whichever your account has.

The project mapper page

Go to Dashboard > QBO > Projects to access the mapper. The page lists all Classes and Customer:Jobs pulled from your QBO account, and lets you link each one to a Saved Project.

For each item you have three options:

  1. Match to existing project: Select a Saved Project from your list. The system suggests a match based on name similarity, so you don't have to search manually. Review the suggestion and confirm, or pick a different project.
  2. Create new project: Opens a new Saved Project directly from the mapper. Use this when the QBO item doesn't correspond to an existing project in LienWaiver.pro yet.
  3. Skip: Marks the item as intentionally unmapped. Skipped items won't trigger auto-fill when generating waivers.

Visual status indicators show the current state of each item: a checkmark for matched, a plus for create new, and a minus for skipped. You can change any item's status at any time.

Two bulk actions speed up the process if you have a lot of items:

  • Match all suggested: Confirms all fuzzy-matched suggestions in one click. Review first to make sure the suggestions are accurate.
  • Skip all unmapped: Marks everything without a confirmed match as skipped. Useful after you've handled the projects you care about and want to clear the rest.

When you're done, save your mappings. The page stores the associations on your account.

How auto-fill works

Once mappings are saved, the flow from bill to waiver is:

  1. You open a bill in the QBO Bills section and click to generate a waiver.
  2. LienWaiver.pro reads the bill's ClassRef or CustomerRef.
  3. If that reference matches a mapping, the associated Saved Project is selected automatically.
  4. The waiver form pre-fills with whatever details you've saved in that project (address, owner, GC, etc.).

The vendor on the bill is handled separately through vendor mapping. Both mappings need to be in place for a bill to produce a fully pre-filled waiver.

Filling in project details

QBO only provides the project name — not address, owner, or GC information. Those fields don't exist in QuickBooks, so you'll need to add them in LienWaiver.pro. There are two ways:

  1. Ahead of time: Go to Saved Projects, open the project, and fill in the address, owner, property description, and GC details. Every waiver generated from that project will pre-fill with those details going forward.

  2. On the fly: When you generate a waiver from a project that's missing details, LienWaiver.pro prompts you to fill in the missing fields. Those details are saved back to the project automatically, so you only have to enter them once.

The fields you see depend on the state. Saved Projects are aware of each state's requirements, so the form only asks for what's needed to produce a compliant waiver in that state. For example, some states require a property description or lending institution that others don't.

Next steps

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