How do I import employee times into QuickBooks?

The following information below is for QuickBooks Desktop. If you are using QuickBooks Online, see the following Help Article:


I. Configure export settings

First, you'll want to create an Integration Template for QuickBooks in the Admin Console. To do that, go to Settings -> Integrations -> Template, and click on the '+ Add Template' button to create a new template. In the Base Template selection screen, click on 'QuickBooks Desktop'. You will then be prompted with the following screen:



To describe the above screenshot, a QuickBooks export file includes 3 configurable fields which assigns employee work hours to the appropriate categories. You can determine what these values should be by examining your QuickBooks company file to see how you assign employee times. For each of these mappings (Department, Employee, Job, Organization, Pay Code), the respective field's Payroll ID is exported. The text values therefore should match exactly. Note that these values are all optional, depending on how you process payroll in QuickBooks. For example, to export Regular and Overtime to QuickBooks, you'll need to select Pay Code for the Payroll Item.

If you export Pay Codes for any of these items, you'll need to configure your Payroll settings for that. Payroll configuration is explained in the following Help Article:

If you do not pay overtime nor use pay codes, the simplest setup is to set the Export to Payroll Item value to Organization, and then setting Payroll ID above in the Payroll Defaults to "Straight Pay", which is the QuickBooks default.

If you pay simple weekly overtime, then the most common setup is to set the Regular pay code's Payroll ID to "Straight Pay" and the Overtime pay code's Payroll ID to "Hourly Overtime". And then set the Export to Payroll Item value to Pay Code. These are the default mappings for QuickBooks.


II. Configure Employee Payroll ID

The employee is always included in the export file in a dedicated field. Fareclock will export the employee's Payroll ID if set; otherwise it will export the employee's full name. Again, the text value must match exactly to the employee's full name in QuickBooks, including middle initial if set.


III. Export

Now you're ready to export a QuickBooks payroll file from the Admin Console. To do so, go to Reports => Payroll, run the report for your Date Range and other filter criteria. Then, click on the Export button, and choose the QuickBooks menu item.

The file you export should be saved to your computer, and ends with the suffix ".iif". Next, go to QuickBooks and open your company file. In the File menu, go to Utilties -> Import -> IIF Files. Then select the IIF file you saved to the computer, and import.

It's recommended that you first try to export a QuickBooks report for one day to make sure the names match and correct any differences. If the employee name does not match, then QuickBooks will create a new employee with blank name and add the time entry under that employee.

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