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Integrate QuickBooks Time and QuickBooks Online

by Intuit• Updated 2 days ago

These instructions assume that you are integrating QuickBooks Online Plus or Essentials with an existing QuickBooks Time account.

Note: Make sure you are the Primary Admin of your QuickBooks Online account before setting up the integration.

Step 1: Install the QuickBooks Online integration add-on

  1. In QuickBooks Time, go to Feature Add-ons, then select Manage Add-ons.
  2. Find QuickBooks Online Integration and select Install.
  3. Select Connect to QuickBooks. The Intuit sign-in page displays.
  4. Sign in and, if you have multiple companies, select the one to which you want to link.
  5. When prompted, select Authorise. A "You are now connected" message displays, and the Preferences window opens.

Or

  1. Go to Apps.com, find QuickBooks Time Time Tracking, and select Learn more.
  2. If prompted, in the new tab, sign in to your QuickBooks Online account.
  3. If prompted, choose which QuickBooks company you'd like to integrate with QuickBooks Time.
  4. On the Set up QuickBooks Time Tracking page, log in to an existing account, or start a free trial.

Step 2: Choose what to import into QuickBooks Online

  1. In the Preferences window, select the items that you want to import into QuickBooks Time from your QuickBooks account.
    • Delete all users: If you've already added employees into QuickBooks Time, they would not be linked with your QuickBooks account, so you can choose to archive them upon the first sync.
    • Import customers and jobs: This imports all active customers and their jobs into your QuickBooks Time account to allow employees to track time against them. You can either assign them to all employees, or assign them individually later (clear assign imported Customers and Jobs).
      Note: If available, the customer's address will also sync in to QuickBooks Time for the Nearby Jobs functionality.
    • Show service items: Brings your service item list over as a list employees can pick from while tracking time.
    • Show billable: Gives employees an option to indicate whether the time they're tracking is billable or not.
    • Show class: Brings your class list over as a list employees can pick from while tracking time.
    • Import suppliers as employees: If you have suppliers/contractors that need to track time, you can choose to import them as users into QuickBooks Time.
  2. Read the warning about items that will be deleted, and if you agree, in the empty box, enter Delete, and select Next.
  3. Under Exporting time to QuickBooks, select the date prior to which timesheets won't be exported to QuickBooks Online.

Step 3: Import from QuickBooks Online

Additions and changes in QuickBooks will automatically import into QuickBooks Time every 1 minute. The sync log will display (Auto) next to the automatic imports.

  • To restrict the import, go to QuickBooks, then select Preferences. Under Automatically import changes to, clear the items you don’t want to automatically import.
  • To grey out the automatic import entirely, clear the Automatically import for changes made in QuickBooks.
    Note: A manual import can still be performed, if needed. In the upper right corner of QuickBooks Time, select QuickBooks, then Import.

Step 4: Configure QuickBooks Payroll powered by Employment Hero

The next step is to configure QuickBooks Payroll with fields in QuickBooks Time.

  1. In QuickBooks, select Employees on the left menu.
  2. Select the Payroll Settings tab, then select Pay Categories under Pay Run Settings.
  3. Select a pay category that your employees use, for example Permanent Ordinary Hours or Casual Ordinary Hours.
  4. Enter the following for each linked pay category (make sure it's case sensitive) into the External Id field:
    1. Regular hours (any category of regular hours worked) – REG
    2. Overtime 1.5x – OT 1.5X
    3. Overtime 2.0x – OT 2X
    4. As a rule of thumb for overtime, enter in the following format “OT digitX”.
  5. Select Save, then exit Payroll Settings.
  6. Select the Reports tab to the left of Payroll Settings.
  7. Under the Employee column, select the Employee Details Report
  8. In the Display columns field, type in Employee ID
  9. Select Run Report
  10. Keep note of the employee ID’s that show in the right hand column, you will need these later.

Step 5: Configure QuickBooks Time

Next, you need to configure QuickBooks Time.

  1. Log into QuickBooks Time, then select My Team on the left hand menu.
  2. Select an employee’s name, then select the General tab.
  3. In the Payroll ID field, enter in the Employee ID you have for that employee, then select Save.
  4. Repeat for each employee.

Step 6: Export from QuickBooks Time and Import to QuickBooks Payroll as a Pay Run

Finally, it’s time to export your employee hours from QuickBooks Time and import them into QuickBooks Payroll.

  1. In QuickBooks Time, on the left hand menu, select Reports > Custom > Employment Hero Export.
    1. To enable the Employment Hero Export option, contact QuickBooks Time Support and request it to be added to your account.
  2. Choose the appropriate pay period, then select Download XLSX. Save the file in a place where you can access it easily. 
  3. Navigate back to QuickBooks, then select Employees on the left menu and select New Pay Run
  4. Select the appropriate Pay period ending date and enable Manually add employees to this pay run. Then, select Create.
  5. Select the Pay Run Actions drop down and select Import Pay Run.
  6. Select the Configure ID types drop down and enable Pay Catgeory ID, then Select file…
  7. Select the Excel (XLSX) file you exported from QB Time earlier.
  8. Select Confirm upload.
  9. You should now see your employees loaded in with the correct hours assigned to the correct pay rates.