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 article, we will walk you through the key steps to streamline your payroll by exporting timesheets from your Connecteam Time Clock to QuickBooks Desktop (QBD) by downloading a QBD formatted timesheet Intuit Interchange Format (IIF) file.
Tip: Using QuickBooks online? We have an integration! Check out this article.
Before we get started, let’s go over what will be exported so you can make sure this is relevant to you!
What Is Exported
Before we start showing you how to configure the export let’s go over what can/can not be exported using. This will ensure that the rest of the article is relevant to you and make the best use of your time.
CAN be exported
CAN NOT be exported
Regular hours, Time & half, and Double Time
Overtime that is not a multiplier of 1.5X or 2X
Paid Time Off (PTO)
Now, let's jump into the steps of how to create this file, and conduct payroll!
What You Need to Do Before Using the Export
Below is a list of things that you should do before using the export
Make sure the first and last names of your employees in Connecteam and in QuickBooks Desktop appear exactly the same.
Make sure to have already set up your overtime policies in Connecteam.
Make sure to have already set up your time off policies in Connecteam.
Setting Up Your Export
Step 1: Click on Export and Click on Discover Integrations
Step 2: Open the time clock integration settings tab and click on Set Up QuickBooks Desktop
Step 3: Naming the File
Now, you can rename the report.
Step 4: Set Up the Job
Select the fields in QuickBooks Desktop that relate to your Job and Sub-job in Connecteam. If you have not configured Sub-jobs in your time-clock settings, you need to match only the Job in Connecteam to the related field in QBD.
Below you can see how it looks when setting up just the job.
Below you can see how it looks when setting up both the job and sub-job.
Step 5: Name the Working Hour Items
These fields refer to the payroll items that will be shown in your export. For example, you and as seen below, I choose to call my Time & Half hours Overtime rate. I could have chosen to call it Time & Half, Holiday, or anything else. Note that the QBD export only supports Regular Rate and Overtime rates of 1.5X and 2X. Any overtime hours that are not a multiplier of 1.5X or 2X will be excluded from the timesheet.
Step 6: Name the Sick Leave
Here in the drop-down all your existing PTO policies appear, and you can select all the policies you want to be marked in the export as sick leave.
Step 7: Name the PTO
All your existing Time Off Policies that were not selected as sick leave, will be assigned as PTO hours. You have the option to rename the policy to anything you like, for example, vacation or holiday.
Step 8: Check BILLABLE If Needed and Make Sure to Save Changes
If you would like to indicate whether the time is billable to a customer or project. If you do not want all the items to be billable we recommend leaving this box unchecked.
Exporting Timesheets to QuickBooks Desktop
Now that you have configured your QBD export it’s time to export it! To export head to the time clock, to the time sheets tab, and click on export. Then click on export to Quickbooks Desktop. Your IIF file will download and you can upload it to QuickBooks Desktop.
💡Tip: Make sure to go over your employees' time sheets and resolve any conflicts in Connecteam before exporting them!
For more information on how to import.IIF files please go over this QuickBooks Desktop information.
Understanding Your Export
Now that you have successfully exported your timesheets in the form of an IFF file, let’s take a look at how the file looks below.
Now, let's go over what each field means.
An indicator for QBD that this is a time activity transaction
The date the activity was performed
The name of the job or customer for whom the activity was performed
Job = If there is no sub-job associated with the activity
Sub-job:Job = If the configuration in step 4 is Job (Connecteam) = Job (QBD) and Sub-job (Connecteam) = Customer (QBD)
Job: Sub-job = If the configuration in step 4 is Job (Connecteam) = Customer (QBD
Both the job and the sub-job names must be on the QBD Customers & Jobs list (CUST)
The name of the employee who performed the activity
Format: First name + Last name
The employee's name must be on the QBD Employee list (EMP)
The name of the service item assigned to the activity
The empty field in Connecteam
The payroll item associated with the work performed, meaning regular rate, time & half, double time, sick leave, or PTO
The duration of the activity in hours and minutes
The QBD class assigned to the activity
The empty field in Connecteam
The activity notes left by managers or employees
Format: Manager[ Manager notes ]:Employee[ Employee notes ]
Indicates the billing status of the activity
0 = The activity is not billable to the customer or job specified in the Job field
1 = The activity is billable but has not yet been billed to the customer or job specified in the Job field
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