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tjt1124
Level 2

Import employee time

Hello community,

 

I work for a restaurant franchisor, and we have some franchisees who are using QuickBooks.  They would like to import their employee time entries from our restaurant back office system into QuickBooks.  I know nothing about QuickBooks, but it appears possible based on what I have found elsewhere.

 

We need the specific file layout requirements in order to implement this for them. It looks like a .csv is acceptable, but can anyone provide me specifics on file layout?  Along with that, how are overtime hours to be represented?  Can they just be in a separate column on the same line or does QuickBooks require one line for regular time and a separate line for overtime?

 

Any guidance will be appreciated, and a sample file (de-identified) would be wonderful.

 

Thanks,

Tom

Solved
Best answer May 18, 2022

Best Answers
Fiat Lux - ASIA
Level 15

Import employee time

You should create a new line to do so. Utilize the trial version of the programs to explore them.

View solution in original post

8 Comments 8
Carneil_C
QuickBooks Team

Import employee time

Hi, @tjt1124. I appreciate your effort posting the details of your concern here in the Community. 

 

I've come to help you with importing employee time entries into QuickBooks Desktop.

 

CSV files are simple text files containing tabular data. A comma separates each field in the file from the next. Although you can create and edit CSV files with any text editor like Notepad, most spreadsheets support this format.

 

When importing using a CSV format, you need to install the QuickBooks Import Excel and CSV toolkit. This toolkit contains the following:

 

  • Import from Excel and CSV Manual – a PDF document with instructions, best practices, and notes.
  • CSV Examples Folder – 4 sample CSV files, one for each type of list.
  • XLS Example Folder – a sample Excel file containing 4 worksheets, one for each type of list.
  • Allowed fields – a reference guide explaining what fields are available for Excel and CSV import.

 

I've got this helpful resource to guide you further on importing CSV files into QBDT: Import/export CSV files.

 

In addition, I'll share with you this article if you want to know more about other data types you can import:  Import/export overview.

 

Keep me posted if you still have questions or concerns about managing your data in QBDT. I'll be around for you. Have a great day!

Fiat Lux - ASIA
Level 15

Import employee time

@tjt1124 

Prepare your Time Tracking data with the following template

NameTransaction DateCustomerService ItemPayroll itemDurationClassBillableNotes
John Marks01/09/2020Nguyen, TuanLaborRegular Pay1:25   
John Smith02/09/2020Nguyen, TuanLaborRegular Pay2:00   
Karen Marks02/09/2020Links, JohnLaborRegular Pay1:25   
Kathy Linklater02/09/2020Links, JohnLaborRegular Pay1:25   
Johnny Deep02/09/2020Links, JohnLaborRegular Pay2:00   

 

then utilize one of these importer tools to proceed

https://transactionpro.grsm.io/qbd

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

 

tjt1124
Level 2

Import employee time

Thank you for the file layout.  How is overtime pay handled?  Does it have to be in a separate line with a different Payroll Item type?  Is it possible to have all information for an employee on one line with separate columns for regular and overtime hours?

Fiat Lux - ASIA
Level 15

Import employee time

You should create a new line to do so. Utilize the trial version of the programs to explore them.

tjt1124
Level 2

Import employee time

Thanks for the info.  That gives me enough to go on.

JeanG
Level 3

Import employee time

Did you have to use a 3rd party to import employee times? The options I have seen for importing into QBD do not include timesheets.

LeizylM
QuickBooks Team

Import employee time

Hi there, JeanG.

 

I'm here to share information about importing employee time in QuickBooks Desktop (QBDT).

 

I know how important it is to import employee hours in QBDT. While this option isn't available, you may consider using a third-party application that will allow you to import your employee hours timesheet to QBDT. 

 

Here's how:

 

  1. Log in to your QBO account.
  2. Go to Apps on the left side menu.
  3. Search for the app in the Find apps to streamline your work field.
  4. Look for the app that supports uploading contracts and other documents.

 

Another way is to go directly to this link: QuickBooks Apps.

 

To learn more about exporting and importing data in QBDT, you can check out these articles:

 

 

It'll always be my pleasure to help if you got questions other than importing employee time entries in QBDT. Use the Reply option below and surely I'll be here ready to assist you. Take care and stay safe!

JeanG
Level 3

Import employee time

I found there is a way to import timeclock date into QB Desktop. It has to be done in an IIF file. Here is a video by Hector Garcia explaining how to do it for free. https://www.youtube.com/watch?v=dumK2JOQEzE  He offers to sell you a macro to turn an Excel file into an IIF, but I found the directions were clear enough to be able to do it myself. I open the IIF file in Excel to update the information. When I saved it, the extension TXT was added to the file. I just renamed the file to remove TXT and make sure the extension is IFF.. When you import the file in QBD I didn't not use the "Import it for me. I'll fix it later" option. I am able to see my errors, correct them and try again. It is very picky in that all the fields have to be exactly as they are in QBD.

I recommend using a sample company to learn how to import the information. 

 

 

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