Time Tracking Integration with QuickBooks Timesheet and Payroll

AccountSight users can synchronize AccountSight time tracking data for their employees and contractors with QuickBooks (Both Desktop and QuickBooks Online) timesheet and Payroll. Timesheet data in QuickBooks can be used for generating invoicing or processing payroll.

Here are the steps to transfer your timesheet data to QuickBooks:

  1. Integrate your AccountSight account with QuickBooks.
  2. Complete your QuickBooks Timesheet mapping under Settings > Integrations > QuickBooks Desktop > Timesheet Mapping
  3. Export timesheet data in CSV format from your AccountSight report (Reports > Time > Timesheet (Report type). CSV file contains converted values in case of custom mapping for QuickBooks.

Follow the steps below to export data from AccountSight to QuickBooks:

Step 1) Follow the instructions and install the QuickBooks ASync utility.

Step 2) AccountSight Time Tracking Data Mapping with QuickBooks Timesheet

The following are the default field mapping to export data from AccountSight to QuickBooks:

  • AccountSight Customer Name same as QuickBooks Customer Name
  • AccountSight Project Name same as QuickBooks Job Name
  • AccountSight Task Name same as QuickBooks Item Name
  • AccountSight Employee/Contractor Name same as QuickBooks Employee/Contractor Name
  • AccountSight Task (Employee Hour Type) to Payroll Item

You can update the default mapping to No on mapping option 'Do you want AccountSight XXXXX Name to exactly match QuickBooks XXXXXX?' under each tab (Employee/Contractor, Tasks (Service Item), Task/Payroll Item, Customer and Project) to enable your custom mapping.  

   Mapping   Options
 Employee/Contractor  1. Default value 'Yes' for option 'Do you want AccountSight Employees/Contractor Name to exactly match QuickBooks Employees/Vendor?' will require each Employee and contractor in QuickBooks be setup with exactly same name as AccountSight. 
 
2. If your default option setup option as No, you can map each employee or contractor to a specific employee or contractor.
 
Flag 'QuickBooks Employee?' indicates whether you will import the time under employee or a contractor/vendor record in QuickBooks for a specific person.
 
Note: If you don't add a mapping for any employee or contract, their name will be used 'as- is' while exporting to QuickBooks from AccountSight.
 Tasks to Service Items

 1. Default value 'Yes' for option 'Do you want AccountSight Tasks Name to exactly match QuickBooks Service item?' will require each AccountSight Task be setup with exactly the same name as Service Items in QuickBooks.

2. If you setup this option as No, you can map each Task to a specific service in QuickBooks.

Note: If you don't add a mapping for any Tasks (Service Items), those name will be used 'as- is' while exporting to QuickBooks from AccountSight.
 Tasks(Payroll Items)

 1. Default value 'Yes' for option 'Do you want AccountSight Tasks Name to exactly match QuickBooks Payroll Item?' will require each Task in AccountSight be setup with the same name as Payroll Items in QuickBooks.

2. If you setup this option as No, you can map:

If you select 'AccountSight to QuickBooks Payroll Item Mapping' option as 'Employee Time’, each AccountSight Employee Type time (Regular, Overtime or Double Time) to 'Payroll Item' type in QuickBooks.

Each AccountSight Task to a specific payroll item in QuickBooks if you select 'AccountSight to QuickBook Payroll Item Mapping' as Project Task.

If you select 'AccountSight to QuickBooks Payroll Item Mapping' option as 'No Mapping', AccountSight will not transfer any Payroll item into QuickBooks.

 Customer

 1. Default Option 'Yes' for 'Do you want AccountSight Customer Name to exactly match QuickBooks Customer name?' will require each Customer in QuickBooks be setup with same name as AccountSight.

  • If you setup 'Customer Name' as ${customer_name}, each customer name will be used 'as-is' while exporting to QuickBooks from AccountSight.
  • If you setup 'Customer Name' as ${customer_name}:${project_name}, each customer name will be come as 'Customer name:Project name' while exporting to QuickBooks from AccountSight.
2. If you select No option for 'Do you want AccountSight Customer Name to exactly match QuickBooks Customer name?', you can map each Customer to a specific customer.
 
Note: If you don't add a mapping for any Customer, those name will be used 'as- is' while exporting to QuickBooks from AccountSight.
 Project(Job)

 1. Selecting default Option as 'Yes' for ' Do you want AccountSight Projects Name to exactly match QuickBooks Job name? will require each job in QuickBooks be setup  with same name as AccountSight. 

  • If you setup 'Project Name' as ${project_name}, each project name will be used 'as-is' while exporting to QuickBooks from AccountSight.
  • If you setup 'Project Name' option as ${project_name}:${task_name}, each project name will be come as 'Project name:Task name' while exporting from AccountSight to QuickBooks.
 
2. If you setup option as No, you can map each Project to a specific job. 
 
Note: If you don't add a mapping for any Project, those name will be used 'as- is' while exporting from AccountSight to QuickBooks .

 

QB Mapping99

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If you do not have a project setup as mentioned above, first create a project or task, as per requirement, for the specific customer for which you want to export timesheet data.

Step 3) Process to Export AccountSight Timesheet Data to QuickBooks

  • Login to your AccountSight account as the admin. Go to Reports -> Time tab. Use the filters to choose the Customer, Project, Task and other options. Click on the QuickBooks Export button to save the filtered data in proper CSV format.

Import data to QuickBooks

  • Open the ASync icon installed in your machine. Enter your AccountSight credentials and login. The UI will appear on your screen as shown below:

ort data to QuickBooks

  • To import timesheet data to QuickBooks, first click on the Select Timesheet CSV button on the ASync UI and then browse and select the previously saved CSV file containing the weekly timesheet data. The data from the CSV file will appear on the UI screen:

Import data to QuickBooks

  • On the bottom left of the ASync UI, there are two buttons: Validate and Import to QB. Validate button can be used to just validate the selected data, to check if there is any error in the data.

Import data to QuickBooks

  • Import to QB button is used for both validation and import.

Import data to QuickBooks

  • Now you can check in your QuickBooks UI that all the timesheet data from the CSV file has been successfully imported there.

The Reports button on the bottom of the ASync UI provides users the reports on the uploaded timesheets. It gives information about the application log and the error log.

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