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Add QuickBooks Time Team Members, Customers, and Projects into your new QuickBooks Online account

If you recently added a QuickBooks Online subscription to your QuickBooks Time account, use this article to learn how to make sure both your accounts match during your integration. Complete these steps before you complete the integration process. 

Team Members

Export Team Members from QuickBooks Time

  1. In QuickBooks Time, go to My Team, then select + Add.
  2. In the lower left, select Large team? Import them […], then select Spreadsheet (.csv).
  3. Select Export team member list, then select Export List to download a list of existing active and archived team members.

Add Team Members to QuickBooks

  1. In QuickBooks, go to Payroll, then select Employees.
  2. Select Add an employee
  3. Enter the first name, last name, email, and mobile number exactly as it appears on your spreadsheet. This makes sure that the users link up between accounts. 
  4. Select Save.
  5. Repeat steps two through four for each employee. 
    • Note: If you have Contractors using QuickBooks Time, you can add them by going to the Contractors tab. Only individual type contractors can sync with QuickBooks Time. 

Customers and Projects

Export Customers and Projects from QuickBooks Time

  1. In QuickBooks Time, go to Reports, then Export, then Customer Export.
  2. Open the spreadsheet. 
  3. Customers, sub-customers, and projects all appear on this list. 
    1. If you need help remembering which customer in this list is a project, you can open Customers in QuickBooks Time. Projects in that list are shown with (projects) after the name. 

Add Customers to QuickBooks

  1. In QuickBooks, go to Sales, then select Customers.
  2. Select New Customer.
  3. In the Display name as field, enter the name of the customer from QuickBooks Time. 
    1. If this is a sub-customer, check Is sub-customer and choose the parent customer from the list. 
    2. Feel free to enter additional customer information now, or edit later.
  4. Select Save.
  5. Repeat steps two through four for each customer. 

Add Projects to QuickBooks

You may need to enable Projects in QuickBooks first:

  1. Select Settings ⚙, then select Account and settings.
  2. Go to the Advanced tab.
  3. Find the Projects section and select Edit ✎ to expand it.
  4. Enable the Organize all job-related activity in one place.
  5. Select Save and close your settings.

Then, you can add projects:

  1. Go to Projects.
  2. Select New Project.
  3. Enter the project name as it appears in QuickBooks Time, and choose the customer the project is for. 
  4. Select Save.
  5. Repeat steps two through four for each project.

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