In this article, I will summarize the steps for integrating most time-tracking apps that work with QuickBooks Online. While some apps will vary from this process, the variations typically will be minor. Since this article is generic in nature, consult your selected software for their specific procedures.
First, be aware that your QuickBooks Online account must be a Plus account. Intuit requires a Plus level QuickBooks Online account in order to integrate any third-party time-tracking application like those Insightful Accountant has been featuring in this month’s Time-tracking Series.
More information about QuickBooks Online and detailed plan comparisons can be found here.
While you may select a time-tracking app from the QuickBooks Online App Store, you will always integrate your app with QBO once you actually have created your time-tracking app account.
No. 1 — Sign-up for the Time-tracking app of choice and complete the essential steps necessary to configure your account. As a general rule, complete only the minimum amount of information required, especially if your chosen app offers import of information from QuickBooks Online.
No. 2 — If your chosen app does not import information from QuickBooks Online, you will need to consider how you will enter employee information, as well as customers and other details that must be mapped to QBO once you integrate the two software.
No. 3 — Since most time-tracking apps import basic information like employees, customers and time-related items, etc., your initial connection with QBO will be an import session.
No. 4 — Typically, your time-tracking app will have a settings or administrative feature on the dashboard that contains the integration options. In some cases, integrations may appear on the main menu.
No. 5 — When you select the integrations option, you normally will have a choice of several different accounting software packages, including QuickBooks (Online) from which to choose. Be certain to select the Connect button to start the integration with QBO.
No. 6 — The integration begins with a new window prompting you to sign-in to your QuickBooks Online account. As soon as you login, you will be prompted to “authorize Intuit to securely share your data with your time-tracking app” (See an example below).
Graphic is for 'illustration' purposes only, and the time-tracking app is for reference only.
No. 7 — After your QBO account has been successfully connected, you will be redirected back to your time-tracking app. From that point, you can begin the process of finalizing the integration configuration.
No. 8 — As previously mentioned, for most time-tracking apps, you will have the option of importing your employees and customers. In the example below, you have one illustration of how this vendor has configured this process. You also can see that this developer allows you to import or map jobs, service items and tasks. Not all time-tracking app developers will use this process, so consult your app references or help information for specific information about importing QBO information.
Graphic is for 'illustration' purposes only, and the time-tracking app is for reference only.
No. 9 — Once you are finished with the integration of the basics between your time-tracking app and QuickBooks Online, you are ready to start tracking your time.
No. 10 — When you reach the point that your time is ready to send to QuickBooks, most apps have a review process that enables you to select the time entries you want to send to QBO. Some of those processes can be specific to employee, period, job, project, task. Others may be for employees or period, or type of time (billable or non-billable). The example below shows one app that has several options, allowing you to screen the time prior to “sending to QuickBooks.”
Graphic is for 'illustration' purposes only, and the time-tracking app is for reference only.
Remember, each of the time-tracking apps on the market, including those we have reviewed this month, will vary significantly in the steps we have generally outlined here. Make certain to consult your developers QuickBooks integration guide or help information for specific details.
Acknowledgments and Disclosures:
Some content or graphics may have been adapted from source materials related to products registered or trademarked, or otherwise held by, their respective owners. They are referenced for informational and educational purposes. They are published within this Insightful Accountant feature for educational and product promotional purposes only.
As used herein, QuickBooks, QuickBooks Online (QBO) and QuickBooks Desktop (QBD) refer to one or more registered trademarks of Intuit Inc., a publicly-traded corporation headquartered in Mountain View, California.
This is an editorial feature, not sponsored content. None of the vendors within this article have paid Insightful Accountant or the author any form of remuneration to be included within this feature. The article is provided solely for informational and educational purposes.
The publication of this article, nor inclusion of this product within the related series, does not represent any endorsement by either the author or Insightful Accountant.