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QuickBooks Time and QuickBooks Online integration FAQs

To set up the QuickBooks Time + QBO integration, see: How to Integrate QuickBooks Time and QuickBooks Online

General

Q: Which versions of QuickBooks Online can integrate with QuickBooks Time?
A: QuickBooks Time integrates with both QuickBooks Online Plus, Essentials, and Advanced.

Q: What is the benefit of using QuickBooks Online to sync with QuickBooks Time?
A: Using QuickBooks Online to sync with QuickBooks Time allows you and your employees to track time on-the-go. You can use that time data for automated payroll and invoicing, and to help with your job costing needs.

Q: How do I get information to transfer to and from QuickBooks?
A: Within QuickBooks Time, at the top right corner, select the QuickBooks dropdown menu. This provides you with the options to import new information and export timesheet information to QuickBooks.

Q: Can QuickBooks Time change my company file information?
A: Absolutely not! The only information that QuickBooks Time adds to QuickBooks is approved timesheet data.

Q: Can I import and export at the same time?
A: No. To make the sync faster and give you more control over what happens, QuickBooks Time has split the importing and exporting process into two different actions. These two actions can be performed back to back though.
Note: Additions and changes in QuickBooks will automatically import into QuickBooks Time every 1 minute. The sync log will display (Auto) next to the automatic imports.

  • To disable or restrict this automatic import, go to QuickBooks > Preferences and, under Automatic import from QuickBooks, make your selections.
  • A manual import can still be performed if needed. In the upper right corner of QuickBooks Time, select QuickBooks Import.

Q: What does QuickBooks Time import from QuickBooks?
A: QuickBooks Time imports your active employees, vendors, customers/sub-customers, service items, classes, and pay items. Additions and changes to these in QBO will automatically import into QuickBooks Time every 1 minute. See: How to Integrate QuickBooks Time and QuickBooks Online

 

Employees

Q: How do I add a new employee?
A: Add employees in QuickBooks in the Payroll menu, then Employee tab. Once you have entered their information, wait for the auto-import. Or, in QuickBooks Time, at the top right, select QuickBooks > Import. Remember to invite your employees to use QuickBooks Time.

Q: Why didn't my employees' pay rates show up in QuickBooks Time?
A: Since QuickBooks Time does not do any payroll calculations, we do not import pay rates. For reference only, if you want to enter individual pay rates: In QuickBooks Time, go to My Team.

Customers and Jobs

Q: Can my employees track time against customers and jobs?
A: Yes, if customers are assigned to employees, they will be asked to select a customer or project before they can clock in. You also have the option of asking employees to select a service item, a class, and to indicate if their time is billable.

Q: How do I remove a customer/job from QuickBooks Time?
A: Once you mark the customer or job as inactive or deleted in QuickBooks, in QuickBooks Time, perform another import. 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 open the client editor, don't change anything, then select  Save. This will update the "last modified" date, and if you do another import into QuickBooks Time, it will reactivate that customer or job.

Service Items

Q: Does the billable rate of a service item apply to employee timesheets in QuickBooks?
A: Yes. If you've set up a billable rate to be associated with a service item in QuickBooks, when you export the hours to QuickBooks, they will contain the billable rate associated with them for QuickBooks invoices.

Tracking and Exporting Time

Q: Can I track my time as billable within QuickBooks Time?
A: Yes. Just select this option within QuickBooks Time: At the top right, select  QuickBooks > Preferences, and select the billable option (also check Require Billable Yes/No if you would like this field required). Then when your employees clock in and out they will be asked if their hours were billable or not, which will be reflected when the hours are exported to QBO.

Q: If an employee adds a note to their time card, where will that show in QBO?
A: When timesheet data is exported to QBD, it displays in the notes field in Weekly Timesheets.

Q: I exported my employee's time to QuickBooks but had to make adjustments to the timesheet in QuickBooks. Will those changes sync in QuickBooks Time?
A: Hours that are entered on the QBO Weekly Timesheet or Single Time Activity do not sync with QuickBooks Time. But, hours that are added or edited in the QuickBooks Approve Time page are. See: How to Add, Edit, and Delete Employee Hours Within QuickBooks Online

Q: Can I review the hours before it gets sent to QuickBooks?
A: Yes. See: How to Approve Hours Within QuickBooks Online.

Q: If I'm having trouble with my QuickBooks Time and QuickBooks integration, how do I get problems resolved?
A: Feel free to reach out to the QuickBooks Time Support team! We'll do our best to help resolve any issues, and also assist you in escalating the problem to QuickBooks support if necessary.

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