How to Import TimeSheet Entries into QuickBooks Desktop?

by James Antonio

QuickBooks let you Import Timesheets entries for estimating employee working time. It helps to reduce time-wasting and also boost work productivity. Let’s understand through this article how to import TimeSheet Entries into QuickBooks Desktop. Make sure you have enabled timesheet service located in the service page window of QuickBooks below Payroll Settings.

Import TimeSheet Entries into QuickBooks Desktop

Import Timesheets in QuickBooks:

• Open QuickBooks
• To start the importing process, you have to locate the Manage Employees option
• Choose Import Timesheets located on the payroll dashboard
• Search the drop-down button and select the timesheets source
• Click QuickBooks Custom file Upload to import created timesheet; it is a time import function which permits the timesheet importing from CSV files.
• The format of the timesheet is not fixed. Here are the requirements:
• The file should be in CSV or TSV format
• There might be only single timesheet entry per line
• Must contain Starting date, Ending date /Time and Units
• Employee
• Choose the file you need to upload
• Once uploaded, you are permitted to set the date format of the preferred file
• After this, you need to configure the data type for every column
• You can view the highlights of the initial lines of columns to get a reference for the column matching
• Map the file columns corresponding to each QuickBooks fields
• Once done the column mapping, start the Import
• At last, check whether the timesheets need any standard approval workflow or whether they are automatic gets approved
• Select Import to start the process
• If there arise any interruption in the process then you can re-upload, reconfigure to solve the issue
• On successful completion of importing, you can save the file for the future use
• Discover and select the link named Save the format and give a name
• Hit on Save timesheet format

The in-depth Description of the Fields in Timesheets format for Mapping:




Txn ID


It shows the reference number associated with time entry; this field is useful for modifying time entries that are already existed in QuickBooks



It contains the date of the time entry


STR 209

This field represents CustomerRef, i.e., full customer or customer job of the billing time. If BillableStatus is set as Billable, then CustomerRef is needed.

Payroll Item


Each payroll wage element is described and named a payment scheme, For instance, Regular-pay or Overtime pay. In QuickBooks, a timesheet represents a payroll wage item only if it meets the specific criteria. The name is mentioned in the QuickBooks Employee list, and the preference named Use time data to create paychecks is enabled on in the payroll info window. This window provides information regarding that employee in QuickBooks

Service item


This service item field describes services that a business charges on individual purchases. For instance, consulting hours, specialized hired labor, and professional fees. In the time entry message, there is ItemServiceRef, which displays the work type. If CustomerRef is not specified, then no ItemServiceRef is required.

In case the Billablestatus is enabled to Billable, then Time Entry should contain both Item Service item & customer.

Entity Name

STR 209

It is a remarkable/mandatory field. It refers to the Employee name, as mentioned in QuickBooks. Often contain FirstName and LastName, however, can be reversed according to the preferences. If the name and ZA doesn’t match then, it will create a new employee.



It is also a mandatory field. It contains the time spent while performing the work. The format will be hh: mm, for example, 1:30. When the time is found in a decimal form, then you can use the Excel formula to convert it. The formula is TEXT(<cell in decimals>/24,”[h]:mm”),

 It restores the cell in decimals along with the cell reference, including decimal hours.



Extra information



This class field is used to categorize the transactions. It should be same as in QuickBooks



It is a former field; If IsBillable is set to true, the track time should be billable. You have to include CustomerRef and ItemServiceRef for generating an invoice. If the status of Is Billable is false then there no invoice will create

Billable Status


Three values are accepted; they are Billable, NotBillable, and HasBeenBilled. If the billable status is enabled, then there must be a Customer and Service item.

So, I hope the above Guidance helps you to import the Timesheet Entries into the QuickBooks Desktop. Stay updated with this website to read more informative blogs regarding Import and Export data in QuickBooks.

Features of Dancing Numbers for QuickBooks Desktop





How Dancing Numbers Will Help You


Dancing Numbers is SaaS-based software that can easily be integrated with your QuickBooks account. You can import, export, and delete lists or transactions from your company file. Using Dancing Numbers you can simplify and automate the process, saving time and increasing productivity. Just fill in a few fields and apply the relevant features to complete the task.

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Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Receive Payment
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Journal Entry
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items


Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Devices Supported

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Language Support

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Pricing Model

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Customer Types

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Frequently Asked Questions

How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.

How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.

How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.

How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.

Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.

What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.

How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.

How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.

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