There are two ways to integrate QuickBooks Time and QuickBooks Desktop:
- How to Integrate QuickBooks Time and QuickBooks Desktop Using the Web Connector
- Setup and Use the QuickBooks Desktop for Windows and QuickBooks Time Integration
The answers may be different depending on the integration. If there is a difference in answers, it will be indicated with Web Connector for the first, and Windows for the second. If those labels don't appear on an answer, the answer applies to both integration types.
Q: What permissions do I need to import and export data between QuickBooks Desktop (QBD) and QuickBooks Time?
A: You must be an administrator in QuickBooks Time and have administrative permissions in QBD. It is recommended to run the sync while logged into QBD as the main admin and in single user mode.
Q: Can I import and export from any computer?
A: Web Connector - No. You must use the computer on which the Web Connector integration was set up.
A: Windows - Yes, as long as you are signed in as the admin and are in single-user mode.
Q: How do I transfer data to and from QBD?
A: Web Connector - See How to Import from QuickBooks Desktop and How to Export Hours to QuickBooks Desktop.
A: Windows - See How to Sync between QuickBooks Desktop for Windows and QuickBooks Time.
Q: Can QuickBooks Time change my company file information?
A: No. The only information that QuickBooks Time exports is approved timesheet data.
Q: Can I import and export at the same time?
A: Yes, each time you perform a sync, the import and export processes run at the same time.
Q: What does QuickBooks Time import from QBD?
A: QuickBooks Time imports all active employees, vendors, customers/jobs, service items, classes, and payroll items (depending on your preferences).
Q: How do I add a new employee?
A: Add new employees in QBD, then import them into QuickBooks Time.
Q: How do I know what my employees' passwords are?
A: After importing an employee into QuickBooks Time, you need to use their email address or mobile number to send them an invite. They will set up their own passwords from that invite. (My Team > select a team member to open their Details, on the General tab, select "Send Invite".)
Q: Why didn't my employee's pay rate show in QuickBooks Time?
A: Since QuickBooks Time doesn't do any payroll calculations, QuickBooks Time doesn't import pay rates. You have the option to enter that information into an employee's profile (My Team), but it is just a reference.
Q: Why aren't my vendors importing from QBD?
A: Only vendors that have a value in the first name and last name fields will be imported into QuickBooks Time. Also, make sure this option is checked in QuickBooks Time: QuickBooks dropdown > Preferences > check "Import Vendors as Employees". Check "Only import 1099 Vendors" if you don't need all vendors in QBD to import.
Customers and Jobs
Q: Can my employees track time against customers and jobs?
A. Yes! This is set up in the QuickBooks Time QuickBooks Integration Preferences window.
Q: How do I remove a customer or job from QuickBooks Time?
A: Mark the customer or job as inactive in QuickBooks, then perform a sync. This will remove the customer and/or job from QuickBooks Time. Alternately, you can remove the customer from QuickBooks Time. Go to Customers > Pencil Icon next to the customer > uncheck Assign to Everyone. The customer will no longer be visible to employees. You can also remove the customer from QuickBooks Time by clicking the X. The customer will not reactivate in subsequent syncs, unless it is edited in Quickbooks, triggering the re-activation.
Q: Can I bring a customer or job back if I delete it in QuickBooks Time?
A: Yes. Just make a quick change to it in QBD, such as adding a "1" after the customer name and clicking OK to save. This will update the last modified date, and if you do another import into QuickBooks Time, it will reactivate that same customer or job. (Later, you can remove the "1" from the customer name and then sync again to remove the "1" from QuickBooks Time.)
Q: Does the billable rate of a service item apply to their timesheet in QuickBooks?
A: Yes. The billable rate will show up within a timesheet in QBD if the timesheet is both associated with a service item rate and if it is marked as billable.
Tracking and Exporting Time
Q: Can I track my time as billable within QuickBooks Time?
A: Yes. At the top right of QuickBooks Time, select QuickBooks > Preferences. Check the box that says Billable Yes/No (also check Require Billable Yes/No if you would like this field required). Then, when your employees clock in and out, they'll be asked if their time was billable or not. The time will export to QBD with their selection.
Q: If an employee adds a note to their time card, where will that show in QBD?
A: When timesheet data is exported to QBD, it displays in the notes field in Weekly Timesheets.
Q: I exported an employee's hours, but had to make adjustments to the timesheet in QBD. Will those changes be reflected in QuickBooks Time?
A: No, they will not, but QuickBooks Time will also not make any adjustments to the time entry in QBD, so it won't revert, and your changes will be saved. We recommend that, if you need to adjust a time entry, that you do it in QuickBooks Time, then export again to QBD. Contact our support team to remove the export lock.
Q: Can I review the timesheets before they get sent to QBD?
A: Yes, actually, you must review and approve all timesheets before they can be exported to QBD.
Q: I have hours approved and ready to export to QBD, but when I run a sync, my sync log doesn't show any time exported. What causes this?
A: This setting may not be selected: In QuickBooks Time, at the top right, select QuickBooks > Preferences > Export approved time data when syncing.
Q: If I'm having trouble with my QuickBooks Time and QBD integration, how do I get the problem resolved?
A: Contact our support team! We'll help you with whatever problems come up and assist you in escalating the problem to QuickBooks support if needed.