Setup Instructions for Importing Timesheets.com Project Data to QuickBooks Desktop
Table of Contents
- System requirements
- Setting up employees in QuickBooks
- Setup the special case for importing time to vendors
- Setup Customers and Jobs in QuickBooks
- Setup Service Items in QuickBooks
- Setup Employees in Timesheets.com
- Setup Customers, Projects, and Account Codes in Timesheets.com
- Allocate Time Directly to Customers without Jobs
- Setting Up the Timesheets.com Importer
- Export time
- Data Map
1. System Requirements
- Administrative access to QuickBooks
- Administrative access to Windows (QuickBooks does not support Mac)
- Administrative access to Timesheets.com
- Ability to access QuickBooks in Single User Mode
Installing Import Software On Your PC
- In Timesheets.com, navigate to the Company Settings, then Data Export tab and finally click the QuickBooks Compatible Settings link.
- Click the Download QuickBooks Import Setup File button
- There are two files inside the compressed file you will need to install:
- QBFC11 file
- Timesheets Setup file
- Run and install both files with default settings. Note: You must have the QuickBooks company file open in QuickBooks while you complete the installations of both files.
- When complete, you should see a new icon on your desktop that looks like the icon below. This is the importer app and you will use it when you’re ready to import your data.
2. Setting Up Employees QuickBooks
Each employee in QuickBooks and Timesheets.com must have the same employee number. Navigate to the Employee Center. Edit each employee and select the Additional Info tab. Locate the Account Number and enter a unique number for the employee in that field.
Next, select the Payroll Info tab for each user and deselect the box below the earnings table that says “Use time data to create paychecks”.
3. Setup the special case for importing time to vendors
To import project time to a vendor (instead of an employee), edit the vendor and save a unique number to the Payment Settings tab. You will later assign the same number to the user in Timesheets.com. Note that if you have a vendor and an employee with the same account number, then time will be written to the employee’s timesheet in QuickBooks, not the vendor’s timesheet.
4. Setup Customers and Jobs in QuickBooks
Customers in Timesheets.com import to QuickBooks as Customers or Clients. Projects import to QuickBooks as Jobs. In the example below, the customer is Aircar Industries, the project (or Job in QuickBooks) is Mercury.
You may enter Customers and Jobs into both Timesheets.com and QuickBooks directly, or you can create them initially in Timesheets.com and have them flow through to QuickBooks during the import process. Inactive customers and jobs may optionally be reactivated automatically during the import.
Note that the spelling and capitalization of all list items (Customers, Projects, and Account Codes) in Timesheets.com and QuickBooks must match exactly or duplicates in QuickBooks may be created inadvertently during the import process. Also note that list items can be up to 41 characters (including blank spaces).
5. Setup Service Items in QuickBooks
If you have Service Items in QuickBooks, you’ll need to copy them to the Account Codes list in Timesheets.com for use in tracking time and later importing. If you don’t use Service Items you’ll still need at least one for the import. The default Account Code in Timesheets.com is titled ‘Uncategorized’ but you can rename it to match an existing QuickBooks Service Item if desired.
6. Setup Employees in Timesheets.com
In Timesheets.com, navigate to the employee’s settings by clicking on their name from the Dashboard. Then navigate to their Options tab and enter the same number from the QuickBooks setup into setting 1-A so that an employee or vendor in QuickBooks has the same number in Timesheets.com. This ensures time is imported to the proper timesheet in QuickBooks.
7. Setup Customers, Projects and Account Codes in Timesheets.com
Customers, Projects, and Account codes in Timesheets.com are all setup via their respective lists accessed via the left menu. Add the list items as they appear in your QuickBooks file, paying attention to exact spelling and capitalization. We recommend copying and pasting the values if possible. List items can also be imported via import file if there are many of them. In the example image below, you would add an Account Code (Service Item in QuickBooks) by typing in the code and clicking the Add New Account Code button. The new item will appear in the list below.
8. Allocate Time Directly to Customers without Jobs
If you have customers but do not use jobs, you can import your data by renaming the default project in Timesheets.com to “null”. When the importer sees the value of “null” for the project, it ignores it and allocates the time worked directly to the customer in QuickBooks with no job.
9. Setting Up the Timesheets.com Importer
To setup the importer, put QuickBooks in single user mode. Double click the desktop icon installed in step 1 to start the importer. Running the importer for the first time will prompt QuickBooks to open a dialog box asking for permission to install the software.
- Select the 3rd option ‘Yes, whenever QuickBooks company file is open’
- Check the box ‘Allow this application to access personal data…’ (this option is necessary because the payroll module contains personal information’
- Click ‘continue’ and follow the prompts to complete the process.
You are now ready to import your data into QuickBooks.
10. Export Time
To export time from Timesheets.com, click REPORTS in the left menu and select the Customizable Project Report. From there, select the form parameters including dates and other filters.
- If you wish to export notes with your time records, be sure to check the box to include work notes when downloading. Otherwise your data will export without work notes.
- If you’re archiving project time after export, be sure to uncheck the box that includes archived time in the data. This way you avoid the possibility of re-exporting time that has already been imported into QuickBooks.
- Once you successfully import your time into QuickBooks, we strongly suggest archiving the time in Timesheets.com. This step helps prevent creating duplicate time entries in QuickBooks by accidentally re-importing the same time records twice.
- When importing billable time to QuickBooks, the Account Code must be imported as a Service Item since time marked as billable requires a service item. QuickBooks will not accept an import of billable time if the Account Code is set to translate to something other than service item.
- When importing time where the Account Code is translated to Class, there are two Preferences settings that must be set properly in QuickBooks.
- On the Accounting section, Company Preferences tab, the Class section must be enabled. Check the box that says “Use class tracking…”
- On the Payroll & Employees section, Company Preferences tab, the “Job Costing, Class and Item” checkbox must be checked and classes must be assigned per Earnings item. Without this setting, the classes column will not display on the weekly time sheet.
11. Data Map
|In Timesheets.com||In QuickBooks Desktop|
|Customer||Customer or Client|
|Project||Job or Null|