How to Fix QuickBooks Time Sync Error?

A QuickBooks Time sync error can prevent time data from syncing correctly with QuickBooks Online. These errors may occur because of payroll mapping issues, incorrect settings, account permissions, closed accounting periods, unsupported features, employee mismatches, or authentication problems.

When QuickBooks Time hours are not syncing, timesheet data may not appear correctly in QuickBooks Online. This can affect payroll processing or invoicing when the unsynced time is required for those activities. Before you try to fix a QuickBooks Time sync issue, check your account access, integration settings, and the Sync Log to identify the specific error.

This article covers the causes, prerequisites, step-by-step solutions for common QuickBooks Time to QuickBooks Online sync errors, and best practices to avoid future sync issues.

What Triggers QuickBooks Time to QuickBooks Online Sync Error?

A QuickBooks Time sync error can occur when specific settings, account permissions, employee records, or integration requirements prevent time data from syncing correctly between QuickBooks Time and QuickBooks Online.

• Incorrect payroll mapping may prevent payroll hours from syncing properly.
• An expired authorization token can interrupt the connection between QuickBooks Time and QuickBooks Online.
• Unmatched employee records may cause QuickBooks Time hours not syncing.
• Missing or incorrectly mapped pay types can create payroll sync errors.
• A closed accounting period may prevent timesheets from syncing.
• Unsupported features, such as Class tracking, can trigger a QuickBooks Time to QuickBooks Online sync error.
• Insufficient user permissions may prevent data from syncing correctly.

What Prerequisites Should You Follow Before Fixing the QuickBooks Time to QuickBooks Online Sync Error?

Before you fix the QuickBooks Time sync issue, complete these basic checks to identify the cause and avoid unnecessary changes:

• Ensure you can access both QuickBooks Time and QuickBooks Online.
• Verify that QuickBooks Time is connected to the correct QuickBooks Online company.
• Check the Sync Log to identify the specific error.
• Confirm that you have the required user permissions.
• Check the sync settings and confirm that the required data is configured for syncing.
• Review employee records and ensure they match in QuickBooks Time and QuickBooks Online.
• Review payroll mapping if the issue affects payroll hours.
• Check whether the affected timesheets fall within a closed accounting period.

How to Fix QuickBooks Time to QuickBooks Online Sync Error?

If you are facing a QuickBooks Time sync error, check the Sync Log first to identify the specific cause. Then, use the appropriate method below to fix the issue. Here are different scenarios and a dedicated method to resolve the QuickBooks Time Sync Error

Method 1: Fix a Payroll Mapping Error

A payroll mapping error occurs when an employee does not have the correct pay type or payroll item assigned. Missing or incorrectly assigned pay types can prevent employee hours from syncing between QuickBooks Time and QuickBooks Online. Follow the steps below to set up and map the correct pay types.

Step 1: Add a Pay Type in QuickBooks Online

1. Go to All apps and select Payroll.
2. Select Employees.
3. Choose the employee who is showing the error.
4. Under Pay types, select Start or Edit.
5. Select the correct pay type.
6. Click Save.

Step 2: Map Payroll Items in QuickBooks Time

1. Open QuickBooks Time.
2. Select the QuickBooks dropdown menu.
3. Click Preferences.
4. Select Payroll Item Mapping Tool.
5. Select the correct pay type for each employee.
6. Close the window and run the sync again.

Method 2: Fix a Closing Date Error

This error occurs when you try to sync timesheets for a period covered by the closing date in QuickBooks Online. QuickBooks Online can restrict changes to time tracking data for dates within a closed accounting period. Here are the steps to review and update the closing date.

1. Open QuickBooks Online.
2. Select Settings and then Accounts and settings.
3. Click Advanced.
4. Go to the Accounting section.
5. Review and change the Closing date, if required.
6. Save the changes.
7. Return to QuickBooks Time and run the sync again.

Note: Review the closing date carefully before changing it, as this may allow changes to accounting records for an earlier period.

Method 3: Fix a Feature Error

A feature error may occur if QuickBooks Time is trying to sync Class tracking when the feature is not available in your QuickBooks Online subscription. Follow the steps below to disable the unsupported feature.

1. Open QuickBooks Time.
2. Select the QuickBooks dropdown menu.
3. Click Preferences.
4. Find the Class option.
5. Uncheck or disable Class.
6. Run the sync again.

Method 4: Fix a Permissions Error

A permissions error occurs when your user account does not have the required access to sync data. The sync process requires the necessary user permissions to access and update data in QuickBooks Online. Follow these steps to check your access and resolve the permission issue.

1. Sign in to QuickBooks Time or QuickBooks Online with an account that has the required permissions.
2. Try syncing the data again.
3. If you do not have the required access, contact your administrator.
4. Ask the administrator to review and update your user permissions.
5. Run the sync again after the permissions are updated.

Method 5: Fix a Billable Time Error

A billable time error can occur when the Allow time to be billable setting is turned off in QuickBooks Online. This setting must be enabled to resolve the specific billable time sync error. Follow the steps below to turn on the required setting.

1. Open QuickBooks Online.
2. Select Settings and then Accounts and settings.
3. Select Time.
4. Open the Timesheet section.
5. Turn on Allow time to be billable.
6. Click Save and then Done.
7. Try syncing the hours again.

Method 6: Fix a Missing Employee Error

A missing employee error occurs when an employee in QuickBooks Time does not match an employee record in QuickBooks Online. Employee records must match correctly between QuickBooks Time and QuickBooks Online to transfer timesheet data successfully. Follow these steps to match the employee records and resolve the error.

1. Open QuickBooks Time.
2. Select the QuickBooks dropdown menu.
3. Click View Sync Log.
4. Find the employee-related error.
5. Select Fix This next to the error.
6. Search for and select the matching employee from the QuickBooks Online employee list.
7. Click Save.
8. Repeat the process for other unmatched employees, if required.

Note: If the employee does not appear in the list, add the employee to QuickBooks Online first. If you do not want to sync that employee’s time, select Exclude this user’s time.

Method 7: Fix an Authentication Error

An authentication error usually occurs when the authorization token used to connect QuickBooks Time and QuickBooks Online has expired. An expired authorization token can interrupt the connection and prevent the sync process from completing. Follow the steps below to restore the connection and sync your data again.

1. Close the QuickBooks Time window.
2. Sign in to QuickBooks Online as the Primary Admin.
3. Go to All apps and select Time.
4. Select Overview.
5. Click Go to classic QuickBooks Time.
6. Run the sync again.

Once you identify the error in the Sync Log and apply the correct method, try syncing again to check whether the QuickBooks Time hours not syncing issue has been resolved.

Preventive Tips to Avoid Facing QuickBooks Time Sync Error

Adopting proactive maintenance practices can help reduce recurring QuickBooks Time to QuickBooks Online sync errors and keep your time-tracking workflow running smoothly.

• Verify employee records and ensure they match in QuickBooks Time and QuickBooks Online.
• Review employee pay types and payroll item mapping before syncing payroll hours.
• Check the company’s closing date before syncing timesheets for an earlier accounting period.
• Review integration preferences before enabling features such as Class tracking or billable time.
• Check the Sync Log whenever time data fails to transfer.

Resolving a QuickBooks Time sync error is important for maintaining accurate timesheet, payroll, and invoicing data. By checking the Sync Log, identifying the specific error, and applying the correct solution, you can resolve common sync issues. Reviewing payroll mapping, employee records, permissions, accounting dates, and integration settings can also help prevent future syncing problems and keep QuickBooks Time and QuickBooks Online working correctly.

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