Account mapping connects each account in your QuickBooks Chart of Accounts to the right place in STRATAFOLIO. It is one of the most important parts of onboarding because clean mapping is what makes your dashboards, reports, and CAM reconciliations accurate. This companion walks you through mapping one screen at a time, so you always know where to go, what each button does, and how to confirm your work.
STRATAFOLIO keeps a single consolidated Chart of Accounts (COA) that every connected QuickBooks file feeds into. Mapping tells STRATAFOLIO which STRATAFOLIO account each QuickBooks account belongs to. Once you map an account, every expense or balance posted to it in QuickBooks flows to the right spot in STRATAFOLIO. For operating expenses, this is also where your QuickBooks accounts connect to the OpEx Categories and Subcategories used in CAM reconciliation.
Why Account Mapping Matters
Your reports are only as accurate as your mapping. When accounts are mapped correctly, your Dashboard totals, operating expense reports, and CAM reconciliations all reflect real numbers. When an account is mapped to the wrong place, missing a subcategory, or left unmapped, those errors carry straight through to your reporting and to the invoices your tenants receive. Getting mapping right during onboarding saves hours of cleanup later and prevents tenant disputes down the road.
How Mapping Works
STRATAFOLIO reads your QuickBooks Chart of Accounts each time it syncs. After the first setup, STRATAFOLIO automatically maps most accounts by account type. Your job is to review those automatic choices, confirm the correct ones, and fix any that aren’t. When you add or edit an account in QuickBooks, it appears in STRATAFOLIO after the next successful sync, so itis best practice to confirm the sync has finished before you start mapping.
How to Map Your Accounts
Confirm QuickBooks Is Connected and Synced
Before you map anything, make sure the QuickBooks file you are working on is connected and has finished syncing. New or edited accounts only appear in STRATAFOLIO after a successful sync, so a quick check here prevents you from mapping an incomplete list.
Go to the Organization record and select the Integrations tab to check the status of the QuickBooks sync.
Open the Accounts Tab for Your Integration
From the left navigation menu, select Hierarchy, then Organizations. Select the i icon beside your organization, open the Integrations tab, then select the i icon beside the integration that matches the QuickBooks file you are mapping. Open the Accounts tab. This is your Chart of Accounts view, where you do all of your mapping for that integration.
Read the Accounts Tab
The Accounts tab lists every account from that QuickBooks file, including accounts that were deleted or made inactive. The Account Name heading shows the name as it appears in QuickBooks. The STRATAFOLIO Account Name column shows where that account is currently mapped in STRATAFOLIO. For operating expenses, the OpEx Category and OpEx Subcategory columns show which CAM category and subcategory the account feeds. You can filter and search each column to find the accounts you need.
Confirm Accounts That Are Already Correct
STRATAFOLIO uses a confirm feature to separate accounts you have verified from those you have not. When you are certain a QuickBooks account matches the STRATAFOLIO account beside it, check the box next to that line. If you have any doubt, leave it unchecked. Once you have checked every correct line, select Confirm Mapping, then select Save Changes. Each confirmed account then shows a green Confirmed message. Deselect those accounts before you start the next batch, so STRATAFOLIO does not act on them again.
Update the Mapping for the Accounts
To map an account or change where it points, check the box next to its Account Name, then select Map Accounts. A popup opens with a dropdown that lists STRATAFOLIO accounts in the same names and order you see on the Dashboard. Choose the correct account, then select Save & Confirm. STRATAFOLIO saves the mapping, shows the green Confirmed message, and refreshes the list. Deselect the account you just mapped before moving on, since leaving it selected can cause STRATAFOLIO to remap it incorrectly.
Map CAM and Operating Expense Accounts
For NNN leases, mapping your operating expense accounts is what powers accurate CAM reconciliation. STRATAFOLIO links each CAM subcategory to a General Ledger account in QuickBooks, so every subcategory needs an account to pull from. You can send multiple QuickBooks accounts to a single subcategory, but each QuickBooks account can feed only one subcategory. STRATAFOLIO cannot include or exclude individual transaction lines within an account, so keep reimbursable and non-reimbursable costs in separate accounts. Clearly named Reimbursable and Non-Reimbursable accounts make it easy to see what belongs in CAM and what doesn’t.
Map Subaccounts to the Hierarchy
Subaccounts let you tie an account directly to a specific part of your portfolio. Check the box next to the account, then select Map to STRATAFOLIO Hierarchy. Choose the Entity, Asset, Building, or Unit the account applies to, then select Save Changes. STRATAFOLIO then routes every transaction posted to that account to only that part of your hierarchy. Keep in mind that for a CAM or reimbursable account with no hierarchy chosen and no classes in use, STRATAFOLIO spreads the expense on a pro rata basis across every unit tied to that integration.
Handle Deleted or Unused Accounts
Deleted and inactive QuickBooks accounts still appear in the mapping screen because STRATAFOLIO syncs your full Chart of Accounts. If an account should never affect your data, select it, choose Map to STRATAFOLIO Hierarchy, and select Ignored, then select Save Changes. An ignored account is left out of reports, its history is not imported, and it is skipped in future syncs. If you would rather keep an account visible but set apart from your standard categories, move it to Unspecified instead. Use Ignored only for accounts that are truly deleted or should never appear, since ignoring an active account removes its data from your reports.
Verify Your Mapping
When you finish, confirm nothing was missed. Select Hide Confirmed Accounts to show only accounts that still need review, and work through anything that remains. Remember that confirming a mapping and ignoring an account are different actions. Confirming simply clears the notice that an account needs review, while ignoring removes the account from STRATAFOLIO. After you adjust or ignore accounts, you may still need to select Confirm Mapping to clear any remaining mapping warnings.
A Checklist for Mapping Your Accounts
Before You Map
- Confirm the QuickBooks file is connected and fully synced
- Open Hierarchy, then Organizations, then the i icon beside your organization
- Open the Integrations tab, select the i icon beside the integration, and open the Accounts tab
Map Your Accounts
- Review the STRATAFOLIO Account Name column against each QuickBooks account
- Check the box and select Confirm Mapping, then Save Changes, for accounts that are already correct
- Select Map Accounts and choose the correct account, then Save & Confirm, for accounts that need a change
- Deselect each account after you confirm or map it
Handle Special Cases
- Keep reimbursable and non-reimbursable costs in separate accounts
- Confirm each CAM subcategory is tied to a General Ledger account
- Use Map to STRATAFOLIO Hierarchy to tie sub accounts to an Entity, Asset, Building, or Unit
- Mark truly deleted accounts as Ignored, or move set aside accounts to Unspecified
Best Practices for Account Mapping
- Structure Your Chart of Accounts for Mapping
- Separate reimbursable and non-reimbursable expenses into their own accounts
- Name accounts clearly so their purpose is obvious at a glance
- Remember that STRATAFOLIO maps a whole account, not individual transaction lines, so post carefully in QuickBooks
- Confirm as You Go
- Check the box and confirm every account you have verified, so your team can see what is done
- Deselect accounts right after confirming or mapping them to avoid accidental remapping
- Use Hide Confirmed Accounts to focus only on what still needs attention
- Keep QuickBooks and STRATAFOLIO in Sync
- Verify a sync has finished before you map new or edited accounts
- Recheck mapping whenever you add, rename, or restructure accounts in QuickBooks
- Watch for accounts that become unconfirmed after a significant QuickBooks change, and confirm them again
- Map for Accurate CAM Reconciliation
- Give every CAM subcategory a General Ledger account to pull from
- Send multiple accounts to one subcategory when needed, but keep one subcategory per account
- Use Map to STRATAFOLIO Hierarchy when an account belongs to a single Entity, Asset, Building, or Unit
