We know that conducting payroll can be one of the most tedious and time-consuming processes for organizations. At Connecteam, we have made it our mission to simplify that process and make it as quick and easy as possible so that you can focus your efforts on what matters the most. In this help article, we will walk you through the key steps to streamline your payroll via the QuickBooks integration which will allow you to transfer work hours from Connecteam to QuickBooks Online.
The steps are the following:
Ensure the payroll period matches on QuickBooks Online & Connecteam
Set up the connection between QuickBooks Online & Connecteam
Match users from Connecteam to QuickBooks Online
Export timesheets for payroll to QuickBooks Online
Before exporting, please make sure that your employees' names are identical between Connecteam and QuickBooks. If they are not the same you will get the option to manually match the employees in Connecteam. We also want to state that due to the nature of QuickBooks API, their integration currently only allows the transfer of hours, and not PTO and Overtime. When QuickBooks API will allow for it, we will of course ensure that we update our integration!
Now, let's setup the integration!
Step 1: Ensure the payroll period matches on QuickBooks Online & Connecteam
The first step would be to quickly check your payroll periods on both Connecteam and QuickBooks Online and see if they match. This will ensure that all the times are carried over to QuickBooks Online.
In QuickBooks Online:
Once you have confirmed that the payroll periods are matching, you can proceed to the next step. :)
Step 2: Set up the connection between QuickBooks Online & Connecteam
We can now begin to connect the two platforms. To begin, click on the settings tab on the timeclock.
From here scroll down to integrations on the navigation bar and click on the Integrations tab. From here you can navigate to QuickBooks Online and click on Connect:
A new page will appear asking you to agree to connect the two applications and the data sharing between them. Click Connect and it will automatically close and take you back to Connecteam if the connection was successful.
Step 3: Match users from Connecteam to QuickBooks Online
From here you will begin matching any employees that were not automatically matched by name. If all employees are matched, you can move forward and finish setting up the integration!
We have now completed setting up the integration! :)
Step 4: Export timesheets for payroll to QuickBooks Online
Once your payroll period has ended and you are ready to export your timesheets to QuickBooks Online, you can go ahead and click on the export button in the Connecteam timesheets. Once there you can go ahead and click on Export to QuickBooks.
From here you will simply follow the steps and it will confirm that it has been successfully imported for the respective payroll period.
Voila! The times have been exported to the respective employee's timesheet in QuickBooks Online! It is important to note that currently, only the times will carry over from Connecteam. In the future, we will also include the Job and Sub-Job.
By following the 4 steps mentioned in the article we hope to save you a lot of time and errors so that you can focus on the most essential parts of your business. Our guarantee to you is to continue to improve the payroll process to make sure it is as seamless as possible! Be on the lookout for more functions coming soon!
Frequently asked questions:
Will you have an integration with Quickbooks Desktop?
Since QuickBooks Desktop is not an online accounting integration (in comparison to QuickBooks Online, Xero ADP), QuickBooks Desktop doesn’t receive data through an automatic sync because it’s an offline product, meaning it is not possible to build a direct integration with the platform.
Can Connecteam Transfer PTO and Overtime?
Due to the nature of QuickBooks API, their integration currently does not allow us to push overtime and PTO hours. With that said, QuickBooks will notify you if you have too many regular hours and will allow you to fix it with just a few clicks!
I cannot find my contractors when trying to match users. What's wrong?
Currently, we are not able to pull contractor information into Connecteam. This is something that we hope to add further down the line.
I've already connected my integration, why does another Admin have to do it as well?
Every admin has a unique login to QuickBooks. That is why each admin has to personally connect to the integration.
The first day of our work week in QuickBooks Online does not match the starting day of my timesheets in Connecteam
For the correct hours to transfer, you need to ensure that the first day of your work week matches. To change in QuickBooks have a look at this guide.
What happens if I export the same payroll period twice?
You will have the option to either remove all time activities from QuickBooks and then export the hours or just add the hours from Connecteam into QuickBooks in addition to the hours that already exist.
Can Connecteam pull Jobs from QuickBooks Online into Connecteam?
Currently that is not possible, but this is something we hope to release in the future.