Your team tracks time in Timesheet. Your books live in QuickBooks Online. Connect the two and every finished entry on a mapped project arrives in QuickBooks as a time activity on the right customer and employee, ready to bill, with no retyping at the end of the month.
What syncs
Timesheet to QuickBooks
- Each finished entry becomes a time activity with its date, start and end time, description, customer, employee, and billable status
- Edits and deletes are sent automatically; a running timer syncs once you stop it
- With a rate mapping, the entry carries its QuickBooks service item, and the hourly rate comes from that service or from your Timesheet rate
QuickBooks to Timesheet
- Time entered or edited in QuickBooks comes back as Timesheet entries, delivered by QuickBooks webhooks
- Entries you invoice in QuickBooks are marked as billed in Timesheet
- Deleting or voiding a time activity in QuickBooks removes the entry in Timesheet
- Sync Now fetches QuickBooks changes on demand; the first run brings in the existing time activities of your mapped customers and employees
Paid status stays in QuickBooks.
Invoices and payroll stay in QuickBooks
The integration delivers the hours; it does not create invoices or run payroll. Because each entry arrives with its customer and billable status, you can add the billable time to the customer's next invoice in QuickBooks, and the hours are on each employee's record there.
Reports, rates, and exports across all your projects stay available in Timesheet.
Before you start
- QuickBooks Online. QuickBooks Desktop is not supported.
- Your customers and employees set up in QuickBooks. The integration maps to them; it does not create them.
- A Timesheet Pro plan or above. The 30-day trial includes it. See plans and pricing.
Connect it
In the Timesheet web app, open Integrations, select Browse Marketplace, and install QuickBooks Online. Select Connect, sign in with Intuit, and authorize access. The connection uses OAuth, so Timesheet never sees your QuickBooks password.
Then fill in the Mappings tab:
- Project Mapping: each Timesheet project to a QuickBooks customer.
- User Mapping: each team member to a QuickBooks employee. If you track time alone, map yourself.
- Rate Mapping (optional): Timesheet rates to QuickBooks service items.
Only entries with a mapped project and a mapped team member sync.
Choose your direction
The Sync Direction setting offers three options:
- bidirectional sends your time to QuickBooks and brings QuickBooks changes back.
- timesheet-to-qb only writes to QuickBooks and ignores changes made there.
- qb-to-timesheet only brings QuickBooks time into Timesheet.
The Billing Rate Source setting decides whether the hourly rate comes from the QuickBooks service item or from your Timesheet rate.
Good to know
- Entries on unmapped projects or by unmapped team members are skipped. If you add the mapping later, edit the entry once to send it.
- The first Sync Now brings in all existing QuickBooks time of your mapped customers and employees. If the same hours were already tracked in Timesheet, they appear twice, so check before you run it.
- When an entry changes on both sides, the newer change wins.
- One connection links one QuickBooks company.
- A daily scheduled run catches up on Timesheet changes. QuickBooks changes arrive through webhooks and Sync Now.
- Removing the integration stops the sync. Time already written to QuickBooks stays there.
For a step by step walkthrough, read how to sync time entries with QuickBooks Online. Full setup steps, trigger options, and troubleshooting are in the QuickBooks documentation.
Key Features
- Two-way sync with QuickBooks Online
- Time entries written as QuickBooks time activities
- Projects mapped to customers, team members to employees
- Billable status included, ready to invoice in QuickBooks
- Entries invoiced in QuickBooks marked as billed in Timesheet
- Rates from QuickBooks service items or from Timesheet