Step-by-step: create correct entity mapping
Search for the company
Use the top-right search in the portal and open the company card.
Inspect the card
Confirm whether the card displays the company’s combined data.
Look at the blue dots on the card — each dot shows a connected integration source.
Check which dots are present
If all expected blue dots (e.g., QuickBooks Online, Autotask) are on the same card → mapping succeeded.
If dots are split across multiple cards or a dot is missing → mapping failed for that source.
If mapping failed, compare the source names
Open the company record in each integration (accounting, PSA, etc.).
Compare the exact company names character-for-character (including punctuation, abbreviations, and suffixes like “LLC”, “Inc.”).
Fix name mismatches before the first sync (critical)
Because automated mapping runs only the first time information syncs in, make the names identical before initial sync:
Choose a canonical name format (e.g.,
Nineteen Crimes LLC).Update each source (QuickBooks, Autotask) to match that canonical name exactly.
Resync (if possible) or recreate the record correctly
If data already synced and mapping failed: automated mapping will not re-run simply by editing the name later.
Options:
If your portal supports re-import or re-sync of a single company as a “first sync”, use that to re-ingest the corrected name; or
Remove the mismapped record from the portal and re-ingest both sources with matching names so the mapping runs at first sync; or
Contact your portal admin/support for the supported re-mapping procedure if you’re unsure.
Verify the mapping
Open the company card again and confirm all blue dots appear together.
Video Transcript:
Let's talk about entity mapping and why it's such an important part of your workflow. Entity mapping connects data between two systems so that everything lines up correctly inside your portal. To understand how it works, there are two key components to keep in mind, the card and the blue dots. turn this into step by step instructions First, the card. That's the rectangular area you'll see in the portal. When you search for a company in the top right corner, that card represents the company's combined data. Then we have the blue dots. These dots live on the card and each one represents a connection from a specific integration source. For example, your accounting package and your PSA tool. In most cases, those will be QuickBooks Online and Auto Task. For the portal to correctly display all the company data, the blue dots need to appear together on the same card. That means the system needs to recognize that both data sources refer to the same company. Now here's where problems can happen. Let's say your QuickBooks entry is named nineteen Crimes, but your auto task entry says nineteen Crimes LLC. Even though they look similar, they won't automatically map together. That's because the entity mapping process relies heavily on exact name matching. The system only performs this automated mapping the first time information syncs into the portal. So if you later notice that two records didn't map correctly because of a small name difference, updating one of them afterward in QuickBooks or Autotask won't trigger a new mapping process. In other words, the names have to match exactly the very first time the data is synced in. That's the key to making sure your entity mapping works smoothly and your data stays connected across platforms.