Integrate QuickBooks Time and Xero

Learn how to integrate QuickBooks Time with Xero.

The Xero integration for invoicing is available in all countries where Xero is available.

Before you begin:

• You can only connect one QuickBooks Time account to one organisation.
• If you have not already, in Xero, add customers, contacts, and stock items for invoicing.
• If Customers were manually added in QuickBooks Time before integrating, make sure the Customer name matches exactly between the systems before your first import.

Learn how to: 

• Understand where items from Xero go in QuickBooks Time
• Set up the integration
• Add Xero contacts as customers 
• Import data to QuickBooks Time 

Understand where items from Xero go in QuickBooks Time

Set up the integration

1. In QuickBooks Time, go to Feature Add-ons, then Manage Add-ons.
2. Scroll down to Xero and select Install.
3. In the Xero Integration Preferences window, choose your country.
4. Select Connect to Xero.
5. In the Authorise Application window, select your organisation, and select Allow Access.
6. In the Connect window, select Next.
7. In the Import Options window, make your selections:
   • Import customers from Xero: Select this to import your customer list for employees to track time against. If you manually added customers in QuickBooks Time, make sure the customer name matches exactly between the systems before your first import. You can also add contacts as customers later, if needed.
     Note: If available, the customer's address will also sync into QuickBooks Time for the Nearby Jobs functionality.
   • Archive non-matching customers in QuickBooks Time:If this was selected by accident, they can be retrieved by contacting QuickBooks Time Support. 
     1. If you manually added employees in QuickBooks Time, make sure their first name, last name, and email match exactly between the systems before your first import.
   • Assign all imported customers to all employees: Selecting this allows employees to see the full customer list. You can uncheck this and manually assign specific customers to specific employees later, if desired.
   • Import stock items from Xero: Selecting this will allow employees to select from these items on their timesheets. These items then appear on invoices and QuickBooks Time reports. To make sure all stock items import to QuickBooks Time, make sure to select I sell this item, and uncheck I track this item in Xero.
   • Require all team members to select an stock item: When employees clock in or switch customers, they’ll be required to select an stock item on that timesheet.
8. Select Start Import.

Add Xero contacts as customers

Customers (contacts that have been invoiced) are automatically added during import. To import contacts that haven’t been invoiced:

1. In QuickBooks Time, select Xero, then Preferences, and select Manage Xero Customers.
2. Find and select the Xero contacts you want to import as QuickBooks Time customers.
3. Select Add Customers.

Import data to QuickBooks Time

If you added, edited, or deleted a customer, contact, or stock item in Xero, make sure you update it in QuickBooks Time.

1. In QuickBooks Time, select Xero.
2. Select Import.

Time off

Time off codes, rules and balances need to be set up in QuickBooks Time. They will then link with the time off codes you have in Xero during the integration process.

Unpaid time off doesn’t export to Xero.

See also:

• QuickBooks Time + Xero Integration: How to Create Edit and Delete an Invoice.