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Integrate QuickBooks Time and ADP Workforce Now

Learn how to integrate your QuickBooks Time and ADP Workforce Now accounts.

Install and set up the integration

  1. In QuickBooks Time, go to Feature Add-ons > Manage Add-ons.
  2. In the list, locate ADP Workforce Now, and select Get. You will be taken to the QuickBooks Time Connector app in the ADP Marketplace.
    • Note: You may be required to sign in to the ADP Marketplace.
  3. To get the app, select Buy Now. You'll be guided through the app purchase.
  4. Once you see the “successfully connected” screen, select Go to QuickBooks Time.

  1. Login to ADP WorkForce Now using the Administrator Sign In. 
  2. Access the QuickBooks Time Time Tracking for ADP WorkForce Now page.
  3. To get the app, select Start a Free Trial. You will be guided through the app purchase (which includes a 14-day free trial).
  4. A QuickBooks Time signup window will appear: Fill out your Email Address, desired Password, Phone number, and then choose a QuickBooks Time Web Address.
  5. When prompted, check I agree to share my QuickBooks Time data with ADP.
  6. Select Start free trial. After a moment, select Go to QuickBooks Time.

Use the integration

  • Make sure all employees in ADP that need to track time are added in QuickBooks Time:
    • My Team > Add > enter the required fields to match ADP.
    • Once all employees are added, in the Team Member Details for each employee, add the employee’s ADP File ID to the Payroll ID field in QuickBooks Time to “link” the profiles. This should be 6 digits, including leading zeros.
      • For Multi-Company Access accounts, include the ADP Company Code in each Payroll ID field in QuickBooks Time. Format as CCC:NNNNNN, where CCC = company code, and NNNNNN = the employee File ID.
    • Note: Employees can be added and updated using a .csv file upload to save some time. See Importing and Updating Team Members via CSV Spreadsheet.
  • After the initial integration is completed and existing employees are linked, the following actions in ADP will automatically sync into QuickBooks Time within 2 minutes:
    • An edit to an employee’s First name, Last name, and/or work email.
    • A newly hired employee will create a new user in QuickBooks Time.
    • A terminated employee will archive the user in QuickBooks Time.
      • Note: an employee can be archived in QuickBooks Time without affecting the employee in ADP.

There are two different ways to export timesheets to ADP Workforce Now: flat file or direct export. Both import as Batch Payroll:

  • Flat File Export: Exports Regular hours, Overtime, Doubletime, and Time Off.
  • Direct export: Exports Regular hours, Overtime, and Doubletime.

Flat File Export:

The Flat File must be added to your account by a QuickBooks Time support representative. If you don’t have it already, contact us. Be prepared with your ADP Company Code. Once it is added, you can export your flat file:

  • In QuickBooks Time
    • Go to Approvals > Run Report for the date range you want to approve (any date range can be selected) > Approve Time.
    • Go to Reports > Payroll Report > Run Report for the same date range you approved.
    • Select Report Exports at the top > choose the Excel file download under ADP Workforce Now Export.
  • In ADP Workforce Now:
    • Upload the file into ADP
    • Time can be adjusted here but will not reflect in QuickBooks Time.

Direct Export:

  • In QuickBooks Time:
    • Go to Approvals > Run Report for the date range you want to approve (any date range can be selected) > Approve Time.
    • In the Approvals report, select ADP Export Approved Time and confirm the export. A success window will display once the export is complete.
  • In ADP Workforce Now:
    • Go to Process > Payroll > Paydata.
    • The newest batch of time will display at the bottom of the displayed list.
    • Select the batch to view time details. Time can be adjusted here but will not reflect in QuickBooks Time.

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