If you are using Timesheets.com with QuickBooks for the first time we encourage you to contact us for help with getting your integration set up!
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,. Navigate to the Data Export tab, and click the QuickBooks Online link.
- Click the Connect to QuickBooks 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 the employee. If the worker is a vendor or contractor, select the 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.com | In QuickBooks Online |
|---|---|
| Full Name | Full Name or Contractor Display Name |
| Account Code | Service Item |
Project (billable) Time Mappings
| In Timesheets.com | In QuickBooks Online |
|---|---|
| Full Name | Full Name or Contractor Display Name |
| Customer | Customer |
| Project | Sub-Customer, Project or Class |
| Account Code | Service Item |
| Billable | Billable |
| Bill Rate or Cost Rate | Bill Rate |
Expense Mappings
| In Timesheets.com | In QuickBooks Online |
|---|---|
| Full Name | Full Name or Contractor Display Name |
| Customer | Customer |
| Project | Sub-Customer, Project |
| Account Code | Chart of Accounts |
| Vendor | Vendor |
| Dollar Amount | Dollar Amount |
Important Notes
- Hourly and project time export to the weekly timesheet in your QuickBooks Online account, while expenses export into QuickBooks Online as bills.
- 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.
- 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 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 ensure that the name of the Category does not match the name of any of your Services. Otherwise, it will create an Item Name matching error. Services should be entered into Timesheets.com on the Account Codes list using the name of the Service itself and must not include the name of any parent categories.
- 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.)