Before exporting to QuickBooks Online, first complete the QuickBooks Online Setup Instructions in this section of the support docs. Once that is done, continue below.
Create a Dataset for Export
Begin the export process by visiting the Export form and selecting the data to export using the available filters.
- Click Reports in the left menu.
- Under the Export to QuickBooks Online heading, select Hourly Timesheets.
- Set the export dates and other parameters/filters for the specific data you’d like to send to QuickBooks Online and click Export to QuickBooks Online to continue.
Review your Data
Timesheets.com will display a report with the time that match your selected criteria. Review the data carefully prior to export to ensure all your data is included. Each line item should have a checkbox along the left side of the report. You may deselect any specific line items you do not wish to export by unchecking the appropriate box.
Export your Data
When you’re ready to export, click the final Export Select button at the top of the report to send your data to the weekly timesheets in QuickBooks Online. Depending on the size of the export, it may take several minutes to complete. To review progress on your export, click the Previous Exports tab at the top of the page and focus on the top line of the resulting data table to see details of your latest export. Refreshing the page will refresh the status of the export. Once complete the export will display a status of Completed or Failed depending on the results.
Failures
When items fail, you’ll typically need to correct a data mismatch issue between the two services. Check out the Troubleshooting page in this section of the Help Docs for instructions.
Notes for Exporting Payroll Information to QuickBooks Online
Timesheets.com keeps track of previous exports to prevent data that has already been exported from creating duplicate entries in QuickBooks Online. If you notice any line items in your dataset without a corresponding checkbox, that item is most likely not eligible for export because of this reason. If it becomes necessary to re-export data to QuickBooks Online, you must first delete the specific confirmation from the Previous Exports page that contains the data you want to send. Deleting the confirmation in Timesheets.com let’s us know you’d like to be able to re-export.
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 its 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 11 PM and out at 1 AM 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.