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TimesheetsQuickBooks Sync

Syncing Timesheets to QuickBooks

When timesheet sync is enabled, approved timesheet entries are automatically pushed to QuickBooks Online as Time Activities.

Prerequisites

Before timesheet sync will work:

  1. QuickBooks must be connected — see Connecting to QuickBooks
  2. Timesheet sync must be enabled — toggle on in Sync Settings
  3. QuickBooks Payroll add-on must be active in your QuickBooks account. This is a QuickBooks requirement — Time Activities require the Payroll feature. The add-on is available on most QuickBooks Online plans.
  4. Employee mapping must be configured — each team member whose timesheets you want to sync must be mapped to a QB employee

How It Works

  1. A team member creates timesheet entries and submits the timesheet.
  2. An owner approves the timesheet.
  3. Approval triggers automatic sync — each approved entry is pushed to QuickBooks as a Time Activity.
  4. The Time Activity includes the employee, hours, date, and job reference.

Only entries on or after the sync start date are synced. See Sync Settings for details on the start date.

Sync Status Badges

Each timesheet entry shows a sync status badge:

  • QB Synced (green) — successfully pushed to QuickBooks
  • QB Error (red) — sync failed. The error message appears below the badge. You can retry from the entry or use Manual Sync.
  • QB Pending (amber) — the timesheet is approved but the entry hasn’t been synced yet. This typically resolves on its own.
  • Employee Not Mapped (amber) — the team member for this entry hasn’t been mapped to a QuickBooks employee. Go to Employee Mapping to set up the mapping, then re-sync.

Common Issues

Entries showing “Employee Not Mapped” Go to Settings > Integrations > QuickBooks > Employee Mapping and map the team member to their QuickBooks employee. Then push timesheet entries from the Manual Sync tab.

Entries not syncing after approval Check that all prerequisites above are met. The most common cause is QB Payroll not being enabled in your QuickBooks account.

Entries from before the sync start date Only entries on or after the sync start date are synced. If you need to sync older entries, adjust the start date in Sync Settings.

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