How to Sync Time Entries with QuickBooks for Seamless Invoicing

Manually entering time data into your accounting software is tedious and error-prone. The Timesheet-QuickBooks integration eliminates this double entry by automatically syncing your tracked time to QuickBooks Online.

This guide covers the complete setup process and best practices for a smooth integration.

Note: QuickBooks integration is available with Timesheet Pro.

#What the Integration Does

#One-Way and Two-Way Sync

From Timesheet to QuickBooks:

• Time entries sync as billable time
• Projects map to customers
• Team members map to employees/contractors

From QuickBooks to Timesheet:

• Invoice status updates (when time is invoiced)
• Payment status updates (when invoices are paid)

#Sync Frequency

• Automatic sync runs every 15 minutes
• Manual sync available anytime
• Real-time webhook updates for status changes

#Prerequisites

Before connecting, ensure you have:

• Timesheet Pro subscription active
• QuickBooks Online account (not Desktop)
• Admin access to both accounts
• Projects set up in Timesheet
• Customers set up in QuickBooks

#Connecting to QuickBooks

#Step 1: Initiate Connection

1. In Timesheet web app, go to Settings > Integrations
2. Find QuickBooks Online
3. Click Connect

#Step 2: Authorize Access

1. You'll be redirected to QuickBooks
2. Sign in to your QuickBooks account
3. Review the permissions requested
4. Click Connect to authorize

#Step 3: Confirm Connection

1. You'll return to Timesheet
2. See confirmation of successful connection
3. Your QuickBooks company name will be displayed

#Mapping Projects to Customers

The crucial step: telling Timesheet which projects correspond to which QuickBooks customers.

#Accessing Mapping Settings

1. Go to Settings > Integrations > QuickBooks
2. Find Project Mapping section
3. See list of your Timesheet projects

#Creating Mappings

For each project you want to sync:

1. Find the project in the list
2. Click the dropdown next to it
3. Select the corresponding QuickBooks customer
4. Save

#Mapping Options

#Tips for Mapping

Exact matches: Names don't need to match—just select the right customer from the dropdown.

New customers: If a customer doesn't exist in QuickBooks, create it there first, then map.

Skip internal projects: Leave mapping empty for projects you don't want to sync.

#Mapping Team Members

If you have a team, map members to QuickBooks employees or vendors.

#Employee vs. Vendor Mapping

• Employees: For W-2 staff tracked in QuickBooks payroll
• Vendors: For contractors (1099) paid through accounts payable

#Creating Team Mappings

1. In QuickBooks settings, find Team Mapping
2. For each team member:
   • Select corresponding QuickBooks employee or vendor
   • Save

#Why This Matters

Mapped team members allow QuickBooks to:

• Track time by person for payroll
• Generate reports by employee
• Apply correct labor costs

#Understanding Automatic Sync

#What Syncs

Every 15 minutes, Timesheet sends:

• New billable time entries
• Updates to existing entries
• Corrections and deletions

#What Triggers Sync

• Any change to billable time entries
• Tasks marked as billed or paid
• Project mapping changes

#Sync Status

Check sync status in:

• Settings > Integrations > QuickBooks
• See last sync time
• View any errors or warnings

#Creating Invoices from Synced Time

Once time is in QuickBooks, create invoices the normal QuickBooks way.

#In QuickBooks

1. Go to Sales > Invoices
2. Click Create Invoice
3. Select the customer
4. QuickBooks shows unbilled time entries
5. Add time entries to the invoice
6. Review and send

#Status Updates Back to Timesheet

When you invoice time in QuickBooks:

• Timesheet marks those entries as "Billed"
• When payment is received, entries show as "Paid"
• This two-way sync keeps everything aligned

#Manual Sync Options

Sometimes you need to sync immediately.

#Force Immediate Sync

1. Go to Settings > Integrations > QuickBooks
2. Click Sync Now
3. Wait for completion
4. Review results

#When to Manual Sync

• After bulk time entry changes
• Before sending an invoice
• After fixing mapping errors
• When troubleshooting sync issues

#Handling Sync Conflicts

Sometimes data conflicts occur.

#Common Conflicts

Edited in both places: Time entry changed in Timesheet and QuickBooks

• Resolution: Timesheet is the source of truth for time; QuickBooks is source for invoice status

Deleted time: Entry deleted in one system but not the other

• Resolution: Deletions in Timesheet remove from QuickBooks; deletions in QuickBooks don't affect Timesheet

Changed mappings: Project mapping changed after entries synced

• Resolution: Previously synced entries stay with original customer; new entries use new mapping

#Avoiding Conflicts

• Edit time in Timesheet, not QuickBooks
• Mark as billed/paid in QuickBooks, not Timesheet
• Don't delete synced time from QuickBooks

#Best Practices

#Set Up Mapping Before Tracking

Map projects to customers before your team starts tracking. This prevents "orphan" time entries.

#Use Consistent Project Names

While mapping handles the connection, consistent naming helps you remember what connects where.

#Review Weekly

Check sync status weekly:

• Any failed syncs?
• Unmapped projects with time?
• Correct customer assignments?

#Reconcile Monthly

Before monthly close:

1. Ensure all time is synced
2. Create invoices for billable time
3. Record payments received
4. Verify totals match between systems

#Document Your Mappings

Keep a reference document of:

• Which projects map to which customers
• Which team members map to which employees/vendors
• Any special handling rules

#Troubleshooting

#"Time not appearing in QuickBooks"

Check:

• Is the project mapped to a customer?
• Is the time entry marked as billable?
• Has enough time passed since the last sync? (15 min)
• Is the connection still active?

#"Connection expired"

QuickBooks tokens expire periodically:

1. Go to Integrations settings
2. Disconnect QuickBooks
3. Reconnect and re-authorize

#"Duplicate entries"

If you see duplicates:

• Don't delete in QuickBooks (they'll re-sync)
• Check if entries were modified in Timesheet
• Contact support if persistent

#"Wrong customer"

If time synced to wrong customer:

1. Update the project mapping in Timesheet
2. In QuickBooks, move the time entry to correct customer manually
3. Future entries will use correct mapping

#Disconnecting QuickBooks

If you need to disconnect:

1. Go to Settings > Integrations > QuickBooks
2. Click Disconnect
3. Confirm

#What Happens

• Sync stops immediately
• Existing data in both systems remains
• No automatic deletion occurs
• You can reconnect anytime

#Summary

The QuickBooks integration eliminates manual data entry:

• Connect: OAuth authorization between apps
• Map: Link projects to customers, team to employees
• Sync: Automatic 15-minute sync
• Invoice: Create invoices from synced time in QuickBooks
• Track: Status updates flow back to Timesheet

Set it up once, and your time data flows seamlessly into your accounting system.

#What's Next?

With QuickBooks connected:

• Add more integrations like Zapier for expanded automation
• Generate reports comparing Timesheet and QuickBooks data
• Train your team on the integrated workflow