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Set Up and Use the QuickBooks Online Payroll Integration

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If all you need is TSheets to track time and QuickBooks to run payroll, this is the integration for you! If you don’t have a TSheets account, you can set one up using this method for an immediate integration.

 

Note: For the full QuickBooks Online integration, see: How to Integrate TSheets and QuickBooks Online

 

How to:

 

How to Create and Connect to a New TSheets Trial

  • In QuickBooks, go to Employees.
  • On the right, look for “TSheets tracks employee hours so you don’t have to”. Click Try Time Tracking Free.
  • On the new screen, click Try TSheets FREE now.
  • On the “Create your TSheets trial account” page, enter your email address and phone number and create a password. Click Agree & Continue.
  • If you have multiple QuickBooks company accounts, choose which company account to connect to and click Connect.
  • You will see a “Setting up your TSheets account” screen and the initial sync will run.
  • You can then Return home or Go to TSheets!
 

How to Connect to Your Existing TSheets Account

  • In QuickBooks, go to Employees.
  • On the right, look for “TSheets tracks employee hours so you don’t have to”. Click Try Time Tracking Free.
  • On the new screen, click Try TSheets FREE now (yes, you still need to click this, don’t worry you won’t start a new trial).
  • On the “Create your TSheets trial account” page, click login at the bottom and enter your TSheets credentials.
  • If you have multiple QuickBooks company accounts, choose which company account to connect to and click Connect.
  • A screen will display, indicating the initial sync, then you can then Return home or Go to TSheets!
 

How to Adjust Settings and Import Employee Updates

To access your integrations preferences: In TSheets, click QuickBooks at the top > Preferences.

Employee Imports

  • Employees import upon first integration. Once integrated, new and updated employees in QuickBooks will sync automatically to TSheets.
  • Uncheck Automatically import changes made in QuickBooks Payroll if you want to manually import changes.
  • To manually import changes, in TSheets, click QuickBooks at the top > Import.
 

Payroll Item Mapping

  • Payroll items for each employee will be mapped to the appropriate time type in TSheets.
  • Go to Payroll Item Mapping Tool to check the mapping and make adjustments as needed. See: How to Map QuickBooks Payroll Items
 

Pay Periods

  • In TSheets, go to Company Settings > Payroll & Overtime > Pay Period > adjust your company Pay Period to match what you have set up in QuickBooks.
 

How to Export Time to Payroll

Time can be exported from TSheets, or from the Approvals page in QuickBooks, directly to payroll. Only approved time up to the present day will export.

In TSheets:

  • Approve timesheets using the Approvals Report.
  • Click the QuickBooks dropdown > Export All Approved Time.

In QuickBooks:

  • In QuickBooks, click the + icon > Employees > Approve Time.
  • Choose the correct date range.
  • Make changes to time as needed, then select Approve next to each employee, or use Batch Actions to approve multiple or all employees at once.
  • Click the dropdown arrow next to Accept and close and choose Accept and run payroll.
  • Note: Changes to timesheets and approval states here will display in TSheets.

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