QuickBooks Online: Setup Instructions

Setting up QuickBooks Online to work with Timesheets.com is easy. You must be logged in as an account administrator in order to complete the following setup process:

  • Log into your Timesheets.com account.
  • Click gear wheel icon in the upper-right corner, and click Company Settings. Navigate to the Data Export tab, and click the QuickBooks Online Settings link.
  • Click the Connect to QuickBooks Online button, and follow the prompts to authorize the connection.
  • Once the setup is complete, click Reports in the left menu. You will now see export options available under the Export to QuickBooks Online section.

Employee or Contractor

Time data is imported to the timesheet of an employee or vendor in QuickBooks Online, depending on their settings. To set up a worker in Timesheets.com:

  • Click Dashboard in the left menu.
  • Click the gear wheel icon to the left of a user’s name to access their settings.
  • Navigate to the Profile tab.
  • Next, locate the worker’s Classification setting on this page.
  • If the worker is an employee, select employee. If the worker is a vendor or contractor, select contractor.
  • Click the Save button.

Data Mappings

In order for data to move successfully from Timesheets.com to QuickBooks Online, you must have the same data in both services. Here are the data mappings you’ll need:

Hourly Mappings 

In Timesheets.comIn QuickBooks Online
Full NameFull Name or Contractor Display Name
Account CodeService Item

Project (billable) Time Mappings 

In Timesheets.comIn QuickBooks Online
Full NameFull Name or Contractor Display Name
CustomerCustomer
ProjectSub-Customer
Account CodeService Item
BillableBillable
Bill RateBill Rate

Expense Mappings 

In Timesheets.comIn QuickBooks Online
Full NameFull Name or Contractor Display Name
CustomerCustomer
ProjectSub-Customer
Account CodeChart of Accounts
VendorVendor
Dollar AmountDollar Amount

General Notes

  • QuickBooks Online Simple Start product is not compatible with this integration because Simple Start does not currently allow access to the weekly timesheets.
  • Names need to match between services. In QuickBooks Online, the display name of the worker or contractor must match the name in Timesheets.com. Wherever possible, we suggest not using a middle initial or special characters in either service in worker names. If you have a name mismatch problem, check inactive workers and vendors to make sure that the name doesn’t exist in the inactive list.
  • If Categories are enabled in QuickBooks Online, you must select a category for the service item to match correctly when importing data. Edit the service item(s) you will be using for time and expense tracking and select a category to use.
  • To import time referencing customer list items in QuickBooks Online without using a sub-customer, use a project named “null” in Timesheets.com, or rename the default project to “null” and use that. When the importer sees a project with the name “null”, the project is ignored during import, allowing for time to be imported to the customer with no sub-customer referenced. Timesheets.com does not export time referencing sub-sub customer or below.
  • Only administrators and supervisors with access to close payroll in Timesheets.com can export data to QuickBooks Online. Supervisors without that permissions will not be able to export data. (Refer to our “Supervisor Settings” article for more details.)

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