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Export or import time data in QuickBooks Time

by Intuit Updated 5 months ago

If you have a large amount of time data to add or edit in your account and no integration to import it from, it can be tedious to hand enter each timesheet. Learn how to export or import historic time data from or into your QuickBooks Time account using a CSV to help save time.  

Export historic time data

Use the Punch Time Export or Manual Time Export to download historic time data from one QuickBooks Time account and upload it into another using a CSV. 

Note: If you don’t have the CSV export available in your QuickBooks Time Reports, please reach out to support to get it added.  

  1. Log in to your admin account in QuickBooks Time.
  2. Select Reports and then either Punch Time Export or Manual Time Export.
    1. If you have more than 1 report, it'll be under Custom in the Reports section. 
  3. Select the filters you want.
  4. Select Download Report.

Import historic time data

There are two options for importing historic time data:

  • The Punch Time Import lets you import clock in and clock out timesheet data as a CSV.
  • The Manual Time Import lets you import timesheet data of total hours worked as a CSV.

Note: If you don’t have the CSV import feature available in your QuickBooks Time Feature Add-ons, please reach out to support to get it added.  

Before you import 

  • The Manual Time Import can be uploaded to replace or add to any existing entries since it’s hour totals only. 
  • The Punch Time Import adds new start and end time timesheets. Any overlapping timesheets will cause an error. 
  • If you have time approved or submitted for the same date range that’s in your CSV, your timesheets will be locked and it won’t let you import the CSV until the date range is unapproved. 
  • Your CSV can't be more than 750 rows. If it’s longer, you’ll need to break up the data in multiple spreadsheets.
  • Make sure you have at least one customer or job in QuickBooks Time. 
    1. If you don’t, add a temporary job in QuickBooks Time.
    2. In your CSV, apply all your historic time against that job.
    3. Follow the steps below to import your time data, then archive the temporary customer or job.

Import 

  1. In QuickBooks Time, select Feature Add-ons.
  2. Select Punch Time Import OR Manual Time Import.
  3. Go to the Help tab and review to make sure your data is entered correctly.
  4. We recommend downloading the sample manual time import.csv as a reference or to add your data to for importing. 
  5. Save your CSV file once you have your data in the correct format.
  6. Go to the Import tab, select Browse…, and select your saved CSV.
  7. Select if you’d like to Append or Replace your time data.
  8. Check the box next to Test Mode to run a test import and catch any potential errors. 
    1. If there are any errors in the file, you’ll see what lines would’ve failed. See Troubleshoot CSV import errors in QuickBooks Time for help to correct these errors.
  9. Once you’ve corrected any errors in your CSV, upload your file again and Import without Test Mode checked.
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