How to Import Time Tracking into QuickBooks Online? (Excel & CSV Guide)

Importing time sheet/time tracking data into QuickBooks Online improves accuracy and reduces manual entry errors. Users can import timesheets through two methods. The first method uses the manual Excel or CSV import process within QuickBooks Online. This method requires proper file formatting, field mapping, and validation. The second method uses Dancing Numbers Online to automate the import process. Dancing Numbers supports bulk upload, advanced field mapping, error validation, and rollback options.

In this guide, you will get details on both methods to import time tracking into QuickBooks Online so that you can import as well as manage time tracking data efficiently.

Steps to Set Up QuickBooks Online for Time Tracking

Before you begin the import process, ensure your QBO company file is configured to accept time activities:

• Enable Time Tracking: Go to Settings > Account and Settings > Advanced > Time tracking and ensure it is turned on.
• Match Display Names: Ensure that Employee and Vendor names in your Excel file match the “Display Name” in QuickBooks exactly.
• Service Items: If you are marking time as billable, the corresponding Service Items must already exist in your QBO Chart of Accounts.

Method 1: Manually Import Time Tracking in QBO

Here are the steps to import time tracking in QuickBooks Online without using any third party software:

Step 1: Prepare the Source Template

• Open your timesheet data in Excel.
• Standardize the Date format to MM/DD/YYYY.
• Ensure the Customer/Project and Service Item columns match your QuickBooks “Chart of Accounts” and “Product/Service” lists exactly.
• Save the file as a CSV (Comma delimited).

Step 2: Access the Import Utility

• Log in to QuickBooks Online.
• Click the Gear Icon (Settings) in the top right corner.
• Under the Tools column, select Import Data.
• From the list of available data types, select Time Activities.

Step 3: Upload and Map Fields

• Click Browse and select your prepared CSV file.
• Click Next to proceed to the mapping screen.
• Align the QuickBooks Online Fields with your Sheet Headers.
  • Example: Map “Designated Employee” in your file to “Employee/Vendor” in QBO.
• Review the mapped attributes for any “Unmapped” flags.

Step 4: Final Validation and Import

1. Click Next to see a preview of the data.
2. QuickBooks will highlight any rows with formatting errors (e.g., unrecognized names).
3. Click Import to commit the records to the ledger.

Method 2: Import Time Tracking in QBO using Dancing Numbers Online

Automating your time tracking imports through Dancing Numbers Online eliminates the need for manual data entry and reduces errors. This streamlined process ensures that employee hours and billable tasks are accurately reflected in your QuickBooks Online records for faster payroll processing.

• Click the Start button from the main application dashboard

• Navigate to the Transactions section to begin your import

• Choose Time Tracking from the Import Type dropdown menu
• Browse your computer to locate the specific data file
• Drag and drop your spreadsheet into the upload area
• Open the selected file to initiate the data preview
• Click Next to proceed to the field mapping screen
• Map your spreadsheet columns to the correct QuickBooks fields

• Verify all data accuracy in the final preview window
• Check for any missing references before completing the process
• Select the Import button to finalize the data transfer

• Confirm the successful upload of all your tracking records

Data Formatting: Decimal vs. Time Formats

Formatting errors are the leading cause of failed imports. Use the table below to ensure your file is ready.

Data Field	Accepted Format	Example
Date	MM/DD/YYYY or DD/MM/YYYY	11/14/2025
Duration (Decimal)	Numerical hours	7.5 (for 7h 30m)
Duration (Time)	HH:MM	07:30
Billable Status	TRUE / FALSE (or Yes/No)	TRUE
Employee/Vendor	Verbatim “Display Name”	John Doe

Tips to Avoid Errors While Importing Time Tracking into QuickBooks Online

Here are a few pointers that you must keep in mind while importing time tracking sheets in QBO to avoid facing any errors in this process:

• Test with One Row: Always perform a “test run” by importing a single row of data first. This ensures your mapping and formatting are perfect before uploading hundreds of entries.
• The “Billable” Rule: If you set a row to “Billable = TRUE,” QuickBooks requires both a Customer and a Service Item. If these are missing, the row will fail.
• Sync with Payroll: Imported timesheets flow directly into QuickBooks Online Payroll. Ensure your pay periods in the CSV match your payroll settings to avoid reconciliation issues.

---

Frequently Asked Questions