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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.

Save Time, Reduce Errors, and Improve Accuracy

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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.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

Exports

Deletes

Deletes

Customization

Customization

Supported Entities/Lists

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

Customer Transactions

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

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

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

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Easy Process

Easy Process

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Error Free

Error Free

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On-time Support

On-time Support

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Pricing

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*See our Pricing for up to 10 Company Files.

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Accountant Pro

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Pricing includes coverage for users
  • Services Include:
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Accountant Premium

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Dancing Numbers: Case Study

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.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

Get Support

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

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