QuickBooks Online: Import Instructions

If you haven’t already, first complete the QuickBooks Online export setup instructions. Once that is done, it only takes a few clicks to get your data into QuickBooks Online.

Exporting Time and Expenses

  1. In Timesheets.com, click Reports in the left menu.
  2. Select the appropriate link under the Export to QuickBooks Online section.
  3. Set your export parameters and click the Export to QuickBooks Online button.
  4. You’ll see a listing with all the timestamps that match your criteria. Each line item will have a pre-checked checkbox. Review the time and deselect any items you do not wish to export. Any items already exported won’t have a checkbox.
  5. Click the button at the top of the page to send your data to QuickBooks Online. Depending on the size of the export, it may take several minutes to complete.
  6. Next, click the Previous Exports tab along the top of the export page to view your export status and other details. Once the export is complete, the exported data will be available in QuickBooks Online.
  7. If there was a problem with your export, the export will display that it has failed. You will also see the View and Retry icons.
    1. Click the View icon to see export details including what data failed to import and why it failed (usually a mismatched item).
    2. Once the mismatch has been corrected, you may retry your import by clicking the Retry icon. Only the data that was not imported the first time will import with the retry. Please read the notes below before retrying or deleting a failed import. 

General Notes

  • Items that have already been exported cannot be re-exported unless the entire export is deleted from the previous exports page. This prevents double entries in QuickBooks Online. If you have a partially completed export there are two ways to fix the problem:
    • Fix any mismatch problems in QuickBooks Online and try your import again (recommended).
    • Delete the export in Timesheets.com and fix the mismatch problems in Timesheets.com before re-attempting the export. This method is not recommended because there’s a risk of importing some of the same data into QuickBooks Online twice. If you choose to delete the export from Timesheets.com, make a note of any records in the batch that were successfully imported to QuickBooks Online. You will either need to exclude those records from your second export, or delete them from QuickBooks Online before you re-export the full batch of records.
  • Hourly and project time show up on the weekly timesheet in your QuickBooks Online account, while expenses imported into QuickBooks Online show up as bills.
  • For project time exports, if you have customers but no jobs in QuickBooks Online, create a new project in Timesheets.com and name the project “null.” Use that project with any customer in QuickBooks Online that has no sub-customers or jobs. When Timesheets.com sees a project named “null,” it ignores the project when exporting data.
  • Employee display names in QuickBooks Online must match employee names in Timesheets.com in a “[first name] [last name]” format. So first name “John” and last name “Smith” in Timesheets.com equals display name “John Smith” in QuickBooks Online. It’s best not to use middle initials in either service to ensure a proper match. This is true for vendors in QuickBooks Online as well.
  • For time exports, Customers, Projects (sub-customers in QuickBooks Online), and Account Codes (Service Items in QuickBooks Online) must be named exactly the same in both QuickBooks Online and Timesheets.com. Mismatched names will cause the export process to fail for those line items.
  • For expense exports, the Vendor in Timesheets.com is the Payee in QuickBooks Online for the bill that is created when imported into QuickBooks Online. Account Code in Timesheets.com equates to the Chart of Accounts.
  • Time imported into QuickBooks Online is saved on the weekly timesheet in minutes format rather than decimal format.
  • Before retrying an import, the mismatched information must be corrected in QuickBooks Online.
  • When importing billable project time into QuickBooks Online, bill rates are imported from Timesheets.com, but cost rates are not.

Notes for Exporting Payroll Information to QuickBooks Online

QuickBooks Online weekly timesheets do not currently have wage items. This means that all time that you import into QuickBooks Online for payroll will import as regular time and you’ll need to manually change the values for employees who have overtime or time-off during the payroll period. As soon as QuickBooks Online updates their interface, we will allow that information to flow from Timesheets.com to QuickBooks Online. In the meantime, you’ll need to enter overtime and time-off values manually when running payroll. Close payroll as you normally would with Timesheets.com. This will produce a payroll report you can use with QuickBooks Online.

QuickBooks Online does not track start and stop times once hourly time (for payroll) is imported onto their weekly timesheet. For this reason, imported time from Timesheets.com is lumped into a single entry on the start date of the timestamp, even if the timestamp crosses midnight. For example, if an employee clocks in at 11PM and out at 1AM the following morning, the 2-hour timestamp will import into the QuickBooks Online weekly timesheet as a 2-hour timestamp on the start date. There will be no time record on the subsequent day. It should be noted that Timesheets.com’s payroll reports properly break the time into 1 hour for each of the two days.

As always, please contact our support staff if you have any questions about these procedures.

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