How to Integrate QuickBooks Time with QuickBooks Online Plus, Essentials, & Advanced

Want to track your employee, customer, and project hours by integrating QuickBooks Time with QuickBooks Online? Here in this article, we will help you to integrate QuickBooks Time with QuickBooks Online and will know you what is the benefit of this integration process. In the meanwhile, you can take help from the experts through the toll-free number +1-818-295-3510 if you want an instant resolution of the problem.

Why you Should Integrate QuickBooks Time with QuickBooks Online

These are the benefits of connecting QuickBooks Time, and QuickBooks Online existing versions (Plus, Essential, Advance):

  1. Time Tracking:

The integration permits the syncing of customer addresses, empowering the employees to look into jobs based on their proximity to the job site. You require to add the customer details in QuickBooks, and after syncing the data, the same will show in QuickBooks Time. When your employees reach the job site, the mobile application will locate them.

  1. Payroll Management:

Managing the payroll is now easy in QuickBooks Time. It provides the users with a single interface to track holidays and leaves, working hours, overtime, and others details. These details sync with QuickBooks and reduce the payroll processing time. Also, the chances of duplicate manual entries are zero.

  1. Approvals:

Managers and supervisors keep a full eye on the time and hours entered by the employees. They have full data and can approve or reject time before it goes into payroll. It also makes it easy to remind employees to clock in and clock out.

  1. Reports:

The integration helps you to generate real-time reports properly. Monitor an individual’s performance on a project or get insight into the tasks which took the longest time. This will permit you to know in which employees to waste their time, also helps you to take a good decision.

Procedure to Integrate QuickBooks Time and QuickBooks Online

Follow the below procedure to start the integration process. But before that, you have to ensure that, you have an existing QuickBooks Time account. If you haven’t an account then create a new one, and go for the procedure;

Step 1: Install QuickBooks Online integration Add-On

First of all, you have to install the QuickBooks Online integration add-on. For that, you can follow the below procedure;

  • In QuickBooks Time, you have to go to ‘Feature Add-ons’, then choose the ‘Manage Add-ons’ option.
  • After that, you need to look for the ‘QuickBooks Online Integration’ option and choose the ‘Install’ tab.
  • You should choose ‘Connect to QuickBooks’, then the Intuit sign-in page will appear.
  • After that, you have to Sign in. [If you have multiple companies, choose the one that you want to link].
  • If prompted, you need to choose the ‘Authorize’ option. A message will come with the ‘You are now connected’ and the Preferences window will open.

An alternative way to add on QuickBooks integration;

  • Firstly, you have to go to ‘Apps.com’ and look for the ‘QuickBooks Time Tracking’, then choose the ‘Learn more’ option.
  • When prompted, in the new tab, you need to sign in to your QuickBooks Online account.
  • When prompted, you should select the ‘which QuickBooks company you’d like to integrate with QuickBooks Time’ option.
  • On the ‘Setup QuickBooks Time Tracking’ page, sign in to an existing account, or start a free trial.

Step 2: Select What to Import in QuickBooks Online

After that, select the options that you want to import in QuickBooks Online;

  • In the Preferences window, you have to choose the items that you want to import into QuickBooks Time from your QuickBooks account.
    • Delete all users: If you have already added employees into QuickBooks Time, they will not be linked with your QuickBooks account, so you can select to archive them upon the first sync.
    • Import customers and jobs: It imports all active customers and their jobs into your QuickBooks Time account to permit employees to track time against them. You can assign them together or assign individuals later.
    • Show service items: It imports your service item list over as a list employees can choose from while tracking time.
    • Show billable: It provides an option to employees to indicate whether the time they’re tracking is billable or not.
    • Show class: It imports your class list, that employees can choose from while tracking time.
    • Import vendors as employees: If you have vendors/contractors that require tracking time, you can select to import them as users into QuickBooks Time.
  • You need to read the warning message about items that will be deleted, and if you agree, then enter ‘Delete’ in the empty box, and choose the Next button.
  • Under Exporting time to QuickBooks, you should choose the date prior to which timesheets won’t be exported to QuickBooks Online.

Step 3: Import from QuickBooks Online

Now import the options, that you want to import in the QuickBooks Online;

  • To restrict the import, you have to go to the ‘QuickBooks’ option, then choose the ‘Preferences’ tab. Under the ‘Automatically import changes’ option, you need to delete the items you don’t want to automatically import.
  • To grayed out the automatic import entirely, you have to delete the ‘Automatically import for changes made in QuickBooks’.

Step-4: Map the Payroll Items

In QuickBooks Online Integration Preferences, you have to choose the ‘Use QuickBooks Online for payroll’ box. If payroll items are imported upon the first sync, these will map automatically to the right time types.

Three ways to map payroll items are as follows.

Map Payroll Items by Employee:

  • In QuickBooks Time, at the top right section, you have to choose the ‘QuickBooks’ option, then go to the ‘Preferences’ tab.
  • After that, you need to choose the ‘Payroll Item Mapping Tool’.
  • You should select an employee’s name, on the Employee Map tab.
  • In each hour type column, choose one payroll item for each. It will save automatically.
  • To download a spreadsheet, you should choose the ‘Employee CSV’ option. (This is optional)
  • When it is completed, close the window.

Map Payroll Items by Customer, Service, or Class

  • After mapping payroll items by the employee, you have to choose the ‘QuickBooks’ dropdown at the top right of QuickBooks Time, then go to the ‘Preferences’ tab.
  • After that, you need to choose the ‘Payroll Item Mapping Tool’.
  • You should choose the ‘Gear’ icon in the right corner of the Payroll Item Mapping Tool, to open the settings.
  • Then, choose the ‘Allow overrides’ box, and go to the ‘Customer, Service Item, or Class’ options.
  • On the Customer Map, Service Item Map, or Class Map tab, you should choose the ‘+ Add Overrides’.
  • Then, choose the ‘None’ option.
  • After that, you need to select a Customer, Service Item, or Class and click on the ‘Save’ button.
  • Choose one payroll item each, in each hour type column.
  • Repeat it until every Customer, Service Item, or Class is mapped properly.
  • It will save automatically. When the mapping is finished, close the window.

Map Payroll Items by Employee Selection

  • You have to choose the ‘QuickBooks’ dropdown at the top right of QuickBooks Time, then go to the ‘Preferences’ tab.
  • After that, you need to choose the ‘Payroll Item Mapping Tool’.
  • You should choose the ‘Gear’ icon in the right corner of the Payroll Item Mapping Tool, to open the settings.
  • Then, choose the ‘Let Employees choose Payroll items’ option.
  • In the end, click on the ‘Save’ button.

Here, we have discussed how to integrate QuickBooks Time with QuickBooks Online. We hope, this article will help you. If you are still facing the problem, you can contact our ProAdvisor team by dialing this toll-free number: +1-818-295-3510.

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