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Level 1

Job Costing - Employees Time

Good Morning!  We are currently using a 3rd party payroll company that handles all of our timekeeping.  Employees need to charge to certain tasks under a top level job number for government contracts.  I am curious to know how can we get that data to import to QB desktop?  I have been working with the payroll company, but they are having some issues getting the test files imported to post the correct job # in quickbooks.  Do you have any advice?

Tori B
QuickBooks Team

Job Costing - Employees Time

Hi there, @Nikki54


Thanks for taking the time to share your thoughts and concerns. 


With QuickBooks Desktop, you'll want to ensure that you have the correct formatting when importing any new data. With that said, I wanted to let you know about our Import Excel and CSV tool kit. The toolkit contains:


  • 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 list type.
  • XLS Example Folder – a sample Excel file containing four worksheets for each list type.
  • Allowed fields – a reference guide explaining what fields are available for Excel and CSV import.


Here's how you can install the kit: 


  1. Open the file download window for the toolkit, then select Save.
  2. Go to your Windows Desktop, then choose Save.
  3. Double-click QuickBooks_Import_Excel_and_CSV.exe on your Windows desktop to open the WinZip Self-Extractor window.
  4. Select Browse, choose the folder where you want to install the toolkit (such as your Desktop), then OK.
  5. Select Unzip to extract the contents, and then select Close to close the WinZip Self-Extractor window.
  6. Open the QuickBooks Import Excel and CSV folder from the location you selected in step 4.


Now, you can use our tool kit and work directly with your 3rd party payroll company to import the data over correctly. 


I also wanted to include a couple of help articles to help walk you through the process of importing into QuickBooks Desktop.



That should do it. Let me know if you have any questions or concerns. Take care!  



Level 9

Job Costing - Employees Time

Hi Nikki54 - 

If your company is working on Govt contracts, there are several requirements to ultimately pass DCAA audits.

For starters,

GAAP Accrual-basis accounting is required regardless of contract type or company size. This means that the labor cost must be accrued from timesheets onto projects, which is before you compute and pay out payroll.  For example, if your timesheet period is a whole month, like from January 1-31, labor cost must be posted on January 31 from timesheets even if payroll is not paid until February 10. Employer payroll taxes for the period must also be posted on Jan. 31. There are also some very specific requirements for the timekeeping system, and I'm not aware of any 3rd-party payroll service that meets the requirements. Is this new a payroll service? 

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