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How to use QuickBooks Desktop Export Template
How to use QuickBooks Desktop Export Template

A step-by-step guide to seamlessly use the QuickBooks Desktop Export Template

Shoshana Fleischmann avatar
Written by Shoshana Fleischmann
Updated over 3 months ago

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

Sick Leave

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

  1. Make sure the first and last names of your employees in Connecteam and in QuickBooks Desktop appear exactly the same.

  2. Make sure to have already set up your overtime policies in Connecteam.

  3. 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. You also have the option not to include Job and/or Sub-job in your QuickBooks Desktop export.

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

The QBD export only works with Regular Rate and Overtime rates at multipliers of 1.5X and 2X. Overtime hours that do not conform to these multipliers will not be included in the timesheet. Ensure that the names used for your payroll items in the export setup match exactly with the names used in your QBD account.

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. Ensure that the name used for your sick leave policy in the export setup matches exactly with the name used in your QBD account.

Step 7: Name the PTO

All your existing Time Off Policies that were not selected as sick leave, will be assigned as PTO hours. Ensure that the name used for your PTO policies in the export setup matches exactly with the name used in your QBD account.

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!

❗If you're not familiar with the Import IIF Tool and how to use it, please refer to the QuickBooksHelp article for detailed instructions.

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.

  • !TIMEACT

    • An indicator for QBD that this is a time activity transaction

  • DATE

    • The date the activity was performed

    • Format: MM/DD/YYYY

  • JOB

    • The name of the job or customer for whom the activity was performed

    • Format:

      • Job - The field contains CT (Connecteam) Job values with the setup below:

        • [CT Job = QBD Job] OR [CT Job = QBD Customer]
          AND

        • [CT Sub-job doesn't exist or include] OR [CT Sub-job = QBD Item]

      • Sub-job - The field contains CT Sub-job values with the setup below:

        • [CT Job doesn't include] OR [CT Job = QBD Item]
          AND

        • [CT Sub-job = QBD Job] OR [CT Sub-job = QBD Customer]

      • Sub-job:Job - The field contains CT Sub-job:Job values with the setup below:

        • [CT Job = QBD Job]
          AND

        • [CT Sub-job = QBD Customer]

      • Job:Sub-job - The field contains CT Job:Sub-job values with the setup below:

        • [CT Job = QBD Customer]
          ​AND

        • [CT Sub-job = QBD Job]

      • Empty - The field does not contain any values for cases that do not fall into the setups mentioned above. For example, [CT Job = QBD Item] AND [CT Sub-job doesn't exist]

    • Ensure that your setup in Connecteam aligns with the configuration of your Customers & Jobs list (CUST) in QuickBooks Desktop

  • EMP

    • 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)

  • ITEM

    • The name of the service item assigned to the activity

    • Format: Job, Sub-job, or an empty field based on the setup.

  • PITEM

    • The payroll item associated with the work performed, meaning regular rate, time & half, double time, sick leave, or PTO

  • DURATION

    • The duration of the activity in hours and minutes

    • Format: HH:MM

  • PROJ

    • The QBD class assigned to the activity

    • The empty field in Connecteam

  • NOTE

    • The activity notes left by managers or employees

    • Format: Manager[ Manager notes ]:Employee[ Employee notes ]

  • BILLING STATUS

    • Indicates the billing status of the activity

    • Format:

      • 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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