If all you need is QuickBooks Time to track time and QuickBooks to run payroll, this is the integration for you! If you don’t have a QuickBooks Time account, you can set one up using this method for an immediate integration.
Note: For the full QuickBooks Online integration, see: How to Integrate QuickBooks Time and QuickBooks Online
How to Create and Connect to a New QuickBooks Time Trial
- In QuickBooks, go to Employees.
- On the right, look for “QuickBooks Time tracks employee hours so you don’t have to”. Select Try Time Tracking Free.
- On the new screen, select Try QuickBooks Time FREE now.
- On the “Create your QuickBooks Time trial account” page, enter your email address and phone number and create a password. Select Agree & Continue.
- If you have multiple QuickBooks company accounts, choose which company account to connect to and select Connect.
- You will see a “Setting up your QuickBooks Time account” screen and the initial sync will run.
- You can then Return home or Go to QuickBooks Time!
How to Connect to Your Existing QuickBooks Time Account
- In QuickBooks, go to Employees.
- On the right, look for “QuickBooks Time tracks employee hours so you don’t have to”. Select Try Time Tracking Free.
- On the new screen, select Try QuickBooks Time FREE now (yes, you still need to select this, don’t worry you won’t start a new trial).
- On the “Create your QuickBooks Time trial account” page, select login at the bottom and enter your QuickBooks Time credentials.
- If you have multiple QuickBooks company accounts, choose which company account to connect to and select Connect.
- A screen will display, indicating the initial sync, then you can then Return home or Go to QuickBooks Time !
How to Adjust Settings and Import Employee Updates
To access your integrations preferences: In QuickBooks Time, select QuickBooks at the top > Preferences.
Employee Imports
- Employees import upon first integration. Once integrated, new and updated employees in QuickBooks will sync automatically to QuickBooks Time.
- Uncheck Automatically import changes made in QuickBooks Payroll if you want to manually import changes.
- To manually import changes, in QuickBooks Time, select QuickBooks at the top > Import.
Payroll Item Mapping
- Payroll items for each employee will be mapped to the appropriate time type in QuickBooks Time.
- Go to Payroll Item Mapping Tool to check the mapping and make adjustments as needed. See: How to Map QuickBooks Payroll Items.
Pay Periods
- In QuickBooks Time, go to Company Settings > Payroll & Overtime > Pay Period > adjust your company Pay Period to match what you have set up in QuickBooks.
How to Export Time to Payroll
Time can be exported from QuickBooks Time, or from the Approvals page in QuickBooks, directly to payroll. Only approved time up to the present day will export.
In QuickBooks Time:
- Approve timesheets using the Approvals Report.
- Select the QuickBooks drop-down > Export All Approved Time.
In QuickBooks:
- In QuickBooks, select the + icon > Employees > Approve Time.
- Choose the correct date range.
- Make changes to time as needed, then select Approve next to each employee, or use Batch Actions to approve multiple or all employees at once.
- Select the dropdown arrow next to Accept and close and choose Accept and run payroll.
- Note: Changes to timesheets and approval states here will display in QuickBooks Time.
