Map QuickBooks payroll items in QuickBooks Time

Before you can export any hours from QuickBooks Time to QuickBooks, use the Payroll Item Mapping Tool to assign payroll items to your hours.

Before you map payroll items:

• You must have an active payroll subscription to use the payroll item mapping tool: 
  • QuickBooks Online Payroll Premium and Elite: initial payroll item mapping is performed during setup of the QuickBooks Time and QuickBooks Online integration. Use the directions below if you want to change your previously mapped payroll items.
  • For QuickBooks Desktop Payroll: first, set up the QuickBooks Time and QuickBooks Desktop integration, then map payroll items.
• Only account administrators can map payroll items.
• Make sure your employees are set up with payroll items in QuickBooks Online or QuickBooks Desktop.  
• If you track overtime, make sure that is set up in your account. 
• Vendors and 1099 contractors don’t need mapped payroll items.

How to Map Payroll Items by:

• Employee
• Customer/Service Item/Class
• Employee Selection

By employee

Mapping payroll items by employee sets a default payroll item for each type of hours your employees track. Each type of hour your employee tracks, there will be one payroll item assigned to those hours in QuickBooks. Do this for regular time, overtime, double-time, and any paid time off codes that you have set up.

1. In QuickBooks Time, select the QuickBooks dropdown, then Preferences.
2. Select the Payroll Item Mapping Tool.
3. On the Map Employees tab, select an employee's name.
4. In each hour type column, select one payroll item for each. Selections are saved automatically.
5. (Optional) To download a spreadsheet, select Employee CSV.
6. Once finished, close the window. 

If you use advanced overtime options, you’ll need to map any employee overtime payroll items within Pay Rate Engine Settings:

1. In the Payroll Item Mapping Tool, select Manage next to the Overtime rule name in the employee payroll item details. 
2. In the Pay Rate Engine, look for any setting and rule labeled.
3. Choose a rule to map it. Any Overtime pay item from QuickBooks will appear in a dropdown next to QuickBooks pay item.

By customer/service item/class

If you prefer to assign payroll items based on specific customers, service items, or classes, you first need to set an employee default. Then set the override setting. You can only choose one item to map by. 

1. After mapping payroll items by employee, in QuickBooks Time, select the QuickBooks dropdown, then Preferences.
2. Select the Payroll Item Mapping Tool.
3. Select Settings ⚙.
4. Select the Allow overrides by: box, and select Customer, Service Item, or Class.
5. Select Save.
6. On the Map Customers, Map Service Items, or Map Classes tab, select + Add Override.
7. Choose a customer, service item, or class (whichever displays), then expand the new override option. 
8. Under each hour type column, select a payroll item. 
9. Repeat until each Customer, Service Item, or Class is mapped appropriately.
10.  Additions and changes are saved automatically. Close the window when the mapping is complete.

By employee selection

If you would prefer not to do any mapping, you can have your employees select their payroll items when they clock in and out. Before choosing this option, set up defaults by employee first, so time off is mapped correctly. 

Important: any Payroll Items selected by the employee on their timesheets will override any overtime calculation account settings. For example: If an employee has two overtime hours, it is up to them to select the appropriate payroll item for that overtime timesheet. 

To let employees to select their own payroll items:

1. In QuickBooks Time, select the QuickBooks dropdown, and select Preferences.
2. Select the Payroll Item Mapping Tool.
3. Select Settings ⚙.
4. Select Let Employees choose Payroll items.
5. Select Save.