Integrate QuickBooks Desktop for Windows with QuickBooks Time

It is wise to utilize a direct integration approach in order to Integrate QuickBooks Desktop for Windows with QuickBooks Time. […]

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It is wise to utilize a direct integration approach in order to Integrate QuickBooks Desktop for Windows with QuickBooks Time. You may create a QuickBooks Time account if you don’t already have one, by visiting QuickBooks directly.

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What you have to remember is that this integration is only applicable to US residents only. There are no integrations that are compatible with QuickBooks for Mac.

Certain Prerequisites that You Need to Check

  • Both the Company-wide settings and the choices for each current employee have “Use time data to create paychecks” ticked.
  • Make sure “Do you track time?” in the Company-wide Preferences area is well scrutinized.
  • Each employee has at least one payroll item configured (time cannot transfer until at least one payroll item is mapped).
  • Because the sync can only be done in one place, you are now on the computer that will be used to link QuickBooks Time and QuickBooks Desktop.
  • All users that require their time to be exported to QuickBooks are added as either employees or vendors in QuickBooks (including admins, if necessary).

How to Set Up a New QuickBooks Time Trial and Connect to it?

Step 1: Activate QuickBooks Desktop.

Step 2: To link QuickBooks Desktop with QuickBooks Time, open the company file and sign in as the main administrator in single-user mode (Choose File, then you have to Switch to Single-User Mode).

Step 3: Choose one of the following actions in QuickBooks Desktop:

  • (Starting at the Home screen) Select Activate QuickBooks Time after entering the time.
  • Select Enter Time from the Customers menu, followed by Activate QuickBooks Time.
  • Select Enter Time from the Employees menu, followed by Activate QuickBooks Time.

Step 4: In the new window, choose Try QuickBooks Time for Free.

Step 5: To start your QuickBooks Time trial, sign in using your Intuit Account credentials. Alternately, if you don’t already have one, discover how to set one up.

Step 6: Choose Try it free now.

Note: For the first time, the QuickBooks Time and QuickBooks Desktop sync may take a while to complete.

Step 7: Your new QuickBooks Time account will appear in a browser window in QuickBooks Desktop as soon as the connection is complete. A walkthrough of your new QuickBooks Time account will be shown along with instructions on how to set up and use the integration.

How to Connect to the Current QuickBooks Time Account?

This facility is unavailable in case the QuickBooks Time Account has been integrated with QuickBooks Desktop + Web Connector.

Step 1: Open QuickBooks Desktop.

Step 2: To link QuickBooks Desktop with QuickBooks Time, open the company file and sign in as the main administrator in single-user mode (You have to select File, then Switch to Single-User mode).

Step 3: Choose one of the following actions in QuickBooks Desktop:

  • (Starting at the Home screen) Select Activate QuickBooks Time after entering the time.
  • Choose Enter Time and Activate QuickBooks Time from the Customers menu.
  • Choose Enter Time and Activate QuickBooks Time from the Employees menu.

Step 4: When the window shows up, you have to select Sign In.

Step 5: Sign in with your QuickBooks Time login and password. The first sync will start as a result.

Note: The first-time sync between QuickBooks Desktop and QuickBooks Time may take several minutes to complete.

Step 6: Your QuickBooks Time account will appear in a browser window in QuickBooks Desktop as soon as the connection is complete. The integration’s setup and use will be shown.

What Are the Steps to Customize QuickBooks Time Account Settings?

In order to meet the requirements of the company and to ensure seamless first-time data export, you may have to customize your QuickBooks Time Account.

Accessing the QuickBooks Time Account

Step 1: You have to open the QuickBooks Desktop to perform one of the following:

  • Choose Use QuickBooks Time after Enter Time, from the Home screen
  • Choose Enter Time and Use QuickBooks Time by visiting the Customers menu
  • Choose Enter Time and Use QuickBooks Time by visiting the Employees menu

Step 2: Within QuickBooks, a browser window will be launched which will showcase the QuickBooks Time account.

Note: A “Congratulations!” message will be showcased in QuickBooks Time following the completion of the first sync. This will open the doorway for you to perform the integration.

Payroll Item Mapping

Time cannot be exported to QuickBooks unless at least one payroll item for each employee has been mapped. Utilize this tool to associate their QuickBooks Payroll Items with the proper ‘QuickBooks Time’ time types (i.e., Overtime, Regular, time off, etc.).

Preferences for Integration

You may open the preferences window if you need to make changes or if you fail to read the setup instructions.

Step 1: Choose QuickBooks from the drop-down menu in the upper right of QuickBooks Time.

Step 2: Choose Preferences to make any required changes.

  • Choose the data you want your workers to measure time against under Employee Timesheets Should Show: Service Items, Customers/Jobs, Billable yes/no, or Class.

Note: In QuickBooks, the Customers & Jobs button is pre-clicked and filled with customers.

  • Choose whether or not you want to import your vendors into QuickBooks Time as Employees under Other Options. QuickBooks’s Employees are immediately imported.

How to Integrate QuickBooks Time and QuickBooks Desktop Employing Web Connector?

Before you Begin, in QuickBooks, you have to turn on the preferences for Full payroll. Next, you have to make sure the start of your week is the same in QuickBooks and QuickBooks Time.

The rest of the steps are similar to the ones mentioned in Certain Prerequisites that You Need to Check
Next, you have to perform all the operations on the same computer.

Steps to be followed on the Same Computer

Step 1: You have to open the QuickBooks Desktop.

Step 2: Sign in as the primary administrator and in single-user mode, then open the QuickBooks Desktop Company File that you wish to connect with QuickBooks Time.

Step 3: You have to log in to QuickBooks Time in the form of an administrator.

Install the QuickBooks Time QuickBooks Integration Add-on

Step 1: In QuickBooks Time, select Feature Add-ons > Manage Add-ons from the left menu.

Step 2: Locate QuickBooks Desktop Integration in the list and click Install.

Step 3: Make your options for the data you wish to import in “Step 1: Select Options” and then click Next. The following choices are available (and can be modified later in the Preferences):

  • Delete all Users: You can select to archive workers who have previously been enrolled in QuickBooks Time because they are not connected to your QuickBooks account.
  • Import Customers and Jobs: To enable staff to log time against them, this imports all active clients and their jobs into your QuickBooks Time account. You may either distribute them to every employee or distribute them later separately (you have to uncheck assign imported Customers and Jobs). For the Nearby Jobs feature in QuickBooks Time, the customer’s address will also sync if it is accessible.
  • Show Service Items: It brings your Service Item list across as a list staff may choose from while recording time.
  • Show Billable: It enables staff to choose whether or not to mark the time they are tracking as billable.
  • Show Class: It brings your Class list across so that staff members may select from it when recording their time.
  • Import Vendors as Employees: Vendors and contractors can be imported as users in QuickBooks Time if you have any of them who need to track time.
    • Only Import 1099 Vendors: Restricts the Vendor import to just those that have the QBD checkbox next to “Vendor eligible for 1099.

Step 4: You could notice a warning message because your initial QuickBooks sync will delete any jobs or clients you have created in QuickBooks Time before the connection. When this box appears, read the warning, then type Delete and choose to Continue if you wish to proceed.

Step 5: You have to select Advanced/Manual Setup as part of ‘Step 2: Set Up Web Connector’.

Step 6: You should choose the blue web_connector link, and launch the downloaded file.

Step 7: You should choose OK, in the security window.

Step 8: You should choose Yes, Whenever this QuickBooks Company File is open> Continue, in the next security window.

Step 9: You should choose Done in the access confirmation window.

Step 10: You have to locate the password in the QuickBooks Time Set Up Web Connector window.

Step 11: Enter the 4-digit password and press Enter on your keyboard to return to the Web Connector window. When asked, decide to store the password. Then choose Update Selected after checking the box to the left of the QuickBooks Time program.

Step 12: When the sync has been carried out, you should go back to the QuickBooks Time and abide by the instructions provided in the “Congratulations!” window. How to Map Payroll Items.

This article highlights the steps if you need to integrate QuickBooks Desktop for Windows with QuickBooks Time. You will get clear instructions on what you need to do if you are in the US or outside the US.

If you have any queries related to the integration of QuickBooks Desktop for Windows with QuickBooks Time, you connect with our Dancing Numbers experts team.

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Frequently Asked Questions (Faqs)

How to Sync between QuickBooks Time and QuickBooks Desktop for Windows?

Step 1: You can do the following in QuickBooks

• (Starting at the Home screen) Once you’ve Entered Time, choose Sync QuickBooks Time.
• Select Sync QuickBooks Time and Enter Time from the Customers menu.
• Select Sync QuickBooks Time and Enter Time from the Employees menu.

Step 2: A sync is carried out to transfer approved timesheets from QuickBooks Time to QuickBooks and to update or add any new information from QuickBooks into QuickBooks Time.

What are the Notes You Have to Consider while Creating the Sync?

• Before timesheets can be exported to QBD, you must approve them first.
• You need to know that time is locked down once it has been exported so that it cannot be exported again.
• Please get in touch with QuickBooks Time Support if you need assistance editing or deleting timesheets that have already been exported from QuickBooks Time.

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