QuickBooks Time syncing with QuickBooks Online and getting payroll to report as expenses in projects

Thank you for contacting us here in the Community forum, Astevens1.

Let me help get the payroll timesheet to appear in job cost expenses in QuickBooks Online. You can start by checking if payroll items are correctly mapped.

You can map payroll items by employee, by customer/service item/class, or by employee selection. Mapping items will help QuickBooks accept them.

If you map payroll items by customer/service item/class, make sure to set up an employee default for any items that remain unmapped. Here's how:

1. After mapping payroll items by employee, in QuickBooks Time, at the top right, select the QuickBooks dropdown, then Preferences.
2. Select the Payroll Item Mapping Tool.
3. In the right corner of the Payroll Item Mapping Tool, select the Gear icon to open the settings.
4. Select the Allow overrides by: box, and select Customer, Service Item, or Class.
5. On the Customer Map, Service Item Map, or Class Map tab, select + Add Overrides.
6. Select none under Select Customer/Service Item/Class (whichever displays).
7. Choose a Customer, Service Item, or Class and select Save.
8. Under each hour type column, select one payroll item each.
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.

For another mapping, please browse this link: Map QuickBooks payroll items to QuickBooks Time. This helps you double-check and make adjustments if needed.

I'm also adding these links to get answers about the integration.

• QuickBooks Time and QuickBooks Online integration FAQs
• About QuickBooks integration preferences in QuickBooks Time.

Keep me posted if you have follow-up questions about getting payroll to appear in expenses in QuickBooks. I'll be around to provide additional information about it.

I didn't get past Step 2.  There was no option to select Payroll Item Mapping Tool.  We're just trying to get the payroll costs to appear as payroll expense in QuickBooks Online.

Well, we didn't get past Step 2.  There is no option for Payroll Item Mapping Tool.  We're just trying to have the payroll costs appear as payroll costs in project expenses in QuickBooks Online.  

Hello again, Astevens1. 

Thanks for keeping us updated on the results when performing the above-recommended steps.

One of the main reasons you don't have the option to select the Payroll Item Mapping Tool when mapping payroll items in QuickBooks Time is that you don't have specific access rights. Please know that account administrator are the only ones who can perform such specific tasks. Thus, I recommend reaching out to the account administrator so they can give you access.

Once you have the account administrator access, continue following the steps above. 

For more details about mapping payroll items, see this article: Map QuickBooks payroll items to QuickBooks Time.

Keep me posted if you have additional questions about QuickBooks. Please know that I've got your back. Wishing you the best.