Vanio handles operations. Your existing QuickBooks and Gusto handle finances. They work alongside each other.

Using Alongside QuickBooks & Gusto

Vanio handles task scheduling, time tracking, and staff payouts — but if you already run payroll through QuickBooks or Gusto, you don't have to change a thing. Vanio fits in next to them without duplication.

Two models

Model A — Vanio pays staff directly. Cleaners and contractors get paid through Vanio the moment a task is approved. You export a summary to QuickBooks monthly for your books.

Model B — Vanio tracks, QuickBooks/Gusto pays. Vanio records every task, hour, and approval, then exports a payroll-ready file to QuickBooks or Gusto for you to run through your existing payroll cycle.

Most hosts use a mix — contractors through Vanio, W-2 employees through Gusto.

Exporting to QuickBooks

Go to Reports → Payroll Export
Pick the date range (usually a pay period)
Choose QuickBooks
Download the file
Import into QuickBooks Online under Expenses → Import

The file includes staff name, task count, hours, and total pay, mapped to your QuickBooks categories.

Exporting to Gusto

Same steps, but pick Gusto as the format. Gusto accepts the file directly under Payroll → Import Hours. Hourly staff pay imports as hours; flat-task pay imports as a bonus line.

Matching categories

The first time you export, you'll map Vanio task types (turnover, deep clean, maintenance, inspection) to your QuickBooks or Gusto expense categories. After that, the mapping is saved and every future export uses it automatically.

1099s for contractors

Vanio tracks total pay per contractor per calendar year. At year-end, go to Reports → 1099 Summary to download the per-contractor totals. Paste them into your QuickBooks 1099 workflow or send directly to your accountant.

Common questions

Do I need to re-enter hours in both systems? No — that's the whole point. Track once in Vanio, export to the other.

Can I auto-sync instead of exporting manually? Auto-sync to QuickBooks Online is on the roadmap. Today it's a one-click export.

What about tax withholding? Vanio doesn't withhold taxes. If staff are W-2 employees, run the export through Gusto, which handles withholding as normal.

Does this work for international teams? Yes — Vanio supports USD, EUR, GBP, CAD, AUD, and more. Exports match your local payroll tool's format.