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QuickBooks Time and QuickBooks Online integration FAQs

SOLVEDby QuickBooksUpdated 5 days ago

Get answers to frequently asked questions about the QuickBooks Time and QuickBooks Online integration.

 If you need to, here’s how to integrate QuickBooks Time and QuickBooks Online

General

QuickBooks Time integrates with both QuickBooks Online Plus, Essentials, and Advanced.

QuickBooks Time integrates with both QuickBooks Online Plus and Essentials.

Using QuickBooks Online to sync with QuickBooks Time allows you and your employees to track time on-the-go. You can use that time data for automated payroll and invoicing, and to help with your job costing needs.

Within QuickBooks Time, select the QuickBooks dropdown menu. This provides you with the options to import new information and export timesheet information to QuickBooks.

Absolutely not! The only information that QuickBooks Time adds to QuickBooks is approved timesheet data.

No. To make the sync faster and give you more control over what happens, QuickBooks Time has split the importing and exporting process into two different actions. These two actions can be performed back to back though.
Note: 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 disable or restrict this automatic import, go to QuickBooks > Preferences and, under Automatic import from QuickBooks, make your selections.
  • A manual import can still be performed if needed. In the upper right corner of QuickBooks Time, select QuickBooks Import.

QuickBooks Time imports your active employees, suppliers, customers/sub-customers, service items, classes, and pay items. Additions and changes to these in QuickBooks Online will automatically import into QuickBooks Time every 1 minute. See: How to integrate QuickBooks Time and QuickBooks Online.

 

Employees

Add employees in QuickBooks in the Employees or Payroll menu, then select the  Employee tab. Once you have entered their information, wait for the auto-import. Or, in QuickBooks Time, at the top right, select QuickBooks > Import. Remember to invite your employees to use QuickBooks Time.

Since QuickBooks Time does not do any payroll calculations, we do not import pay rates. For reference only, if you want to enter individual pay rates: In QuickBooks Time, go to My Team.

Customers and jobs

Yes, if customers are assigned to employees, they will be asked to select a customer or project before they can clock in. You also have the option of asking employees to select a service item, a class, and to indicate if their time is billable.

Once you mark the customer or job as inactive or deleted in QuickBooks, in QuickBooks Time, perform another import. This will remove the customer and/or job from QuickBooks Time.

Alternatively, you can remove the customer from QuickBooks Time. Go to Customers > Pencil Icon next to the customer > uncheck Assign to all Team members. The customer will no longer be visible to employees.

You can also remove the customer from QuickBooks Time by clicking the X or the delete icon. The customer will not reactivate in subsequent syncs, unless it is edited in Quickbooks, triggering the re-activation.

Yes. Just open the client editor, don't change anything, then select Save. This will update the "last modified" date, and if you do another import into QuickBooks Time, it will reactivate that customer or job.

Service items

Yes. If you've set up a billable rate to be associated with a service item in QuickBooks, when you export the hours to QuickBooks, they will contain the billable rate associated with them for QuickBooks invoices.

Tracking and exporting time

Yes. Just select this option within QuickBooks Time: At the top right, select QuickBooks > Preferences, and select the billable option (also check Require Billable Yes/No if you would like this field required). Then, when your employees clock in and out, they will be asked if their hours were billable or not, which will be reflected when the hours are exported to QuickBooks Online.

Time displays directly in the Time tab in QuickBooks Online.

I exported my employee's time to QuickBooks but had to make adjustments to the timesheet in QuickBooks. Will those changes sync in QuickBooks Time?
Yes. Additions and edits to timesheets can be made in QuickBooks Online Time tab and are reflected in QuickBooks Time.

I exported my employee's time to QuickBooks but had to make adjustments to the timesheet in QuickBooks. Will those changes sync in QuickBooks Time?
Yes. Additions and edits to timesheets can be made in QuickBooks Online Time tab and are reflected in QuickBooks Time.

Timesheets always appear in the Time tab, but they need to be reviewed and approved before they can be used for things like payroll and invoicing.

Feel free to reach out to the QuickBooks Time Support team! We'll do our best to help resolve any issues, and also assist you in escalating the problem to QuickBooks support if necessary.

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