Sync data between ADP RUN and QuickBooks Time

Learn how to import employees, 1099 contractors, and time off into QuickBooks Time and export timesheet data to RUN Powered by ADP. 

Learn how to:

• Import data to QuickBooks Time
• Export timesheet data to ADP RUN
• Edit or delete exported timesheet data

Import data to QuickBooks Time

Notes:

• During the integration set up, employees and time off codes are automatically imported. 
  • You’ll have the option to import 1099 contractors at the beginning or you can import later in the ADP RUN dropdown in QuickBooks Time, in the Preferences window.  
  • After the initial import, all adding, editing, and deleting must be performed in ADP RUN, then imported into QuickBooks Time.
• If you delete an employee in ADP RUN, that employee is archived in QuickBooks Time during the import (all associated data will be saved, and they can be unarchived at any time, if needed).

To import:

1. In QuickBooks Time, at the top right, select ADP RUN.
2. From the drop-down, select Import.

Export timesheet data to ADP RUN

Notes:

• The only data that exports to ADP RUN is time data, no job or customer data. 
  • If you want to use invoicing through a QuickBooks integration, you can use the ADP RUN integration alongside a QuickBooks integration with QuickBooks Time. 
• Only approved hours are exported. 
• ADP RUN Pay Types are mapped automatically in the background of QuickBooks Time, so time exports associated with the correct pay type.
• Time automatically exports for all linked hourly workers. If the time needs to export for salaried workers as well, go to the ADP RUN dropdown in QB Time, then select Preferences and select that setting.

Step 1: In QuickBooks Time

Time must be approved using the Approvals Report. The report displays each ADP RUN pay period option and only displays the Employees associated with that pay period.

There are two ways to export time in QuickBooks Time:

• In the Approvals Report, select Export Approved to ADP RUN.
• Select the ADP RUN dropdown, then Export Time. This opens the Approvals Report.

Only one date range (the upcoming open period) displays per payroll date frequency. Only approved time up to the present day exports.

Step 2: In ADP RUN

1. Select Time Sheet Import from the ADP RUN landing page.
   1. If Time Sheet Import isn’t displaying, sign out and back in for the option to appear.
2. Select payroll frequency. Newly imported time displays as Pending. 
3. Select Next. Time Details displays. If everything looks correct, the time can be accepted for import and that data becomes available in Payroll. 
4. Choose one of these options:
   • Combine Payroll for Import merges QuickBooksTime hours with RUN hours. 
     • Salaried employees’ hours will be adjusted to the standard amount so that the worker’s salary displays correctly.
   • Accept Import Only: if any hours already exist in ADP RUN, the QuickBooks Time hours overrides them. 
     • Salaried hours display correctly, but ADP RUN attempts to calculate the worker’s pay based on hourly wage and hours worked which may change the expected payroll amount.

5. Select Approve. The Payroll screen displays to process payroll. This is not approving payroll, only approving timesheets.

Note: The process is the same for both employee and 1099 contractors.

Edit or delete exported timesheet data

After time is approved in ADP RUN and Payroll is run, edits can’t be made. ADP RUN will no longer accept time for that pay period. If time needs to be edited after it was sent to ADP RUN while still in the Pending state:

1. In ADP RUN, on the Pay Data Approval page, select Delete This Pay Data File, then OK.
   • ADP doesn’t accept time for a pay period twice, so time must always be deleted in ADP first, before re-export.
2. In QuickBooks Time, go to Approvals. Choose the pay period you need to edit and unapprove the timesheets.
3. Go to Time Entries, then Timesheets.
4. At the right of the timesheet, do one of the following:
   • To edit the timesheet: Select Edit ✎, make the changes, and select Save.
   • To delete the timesheet: Select X, then Delete.
5. Repeat the export process.