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Setup and Use the QuickBooks Desktop for Windows and TSheets Integration

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Integrate QuickBooks Desktop for Windows with TSheets using a direct integration method. If you don’t have a TSheets account, you can set up an account directly within QuickBooks.

Note: This integration is for QuickBooks Desktop for Windows. It is not available for accounts already using QuickBooks Desktop + Web Connector. QuickBooks for Mac is not compatible with any integration.

In QuickBooks, make sure:

  • “Use time data to create paychecks” is checked in both the Company-wide preferences and for each active employee.
  • All employees are set up with at least one payroll item (time is unable to transfer without at least one payroll item mapped).
  • You are on the computer you will be using to sync TSheets and QuickBooks Desktop because the sync can only be performed in one location.
  • All users who need to have time exported to QuickBooks are added in QuickBooks as either an Employee or Vendor (including admins, if necessary).
 
   
 

Create and Connect to a New TSheets Trial

  1. Launch QuickBooks Desktop.
  2. Open the QuickBooks Desktop company file you want to integrate with TSheets, and sign in as the main administrator and in single user mode (File > Switch to Single-User mode).
  3. In QuickBooks Desktop, do one of the following:
    • (From the Home screen) Enter Time > Activate TSheets
    • Go to the Customers menu then click Enter Time > Activate TSheets
    • Go to the Employees menu then click Enter Time > Activate TSheets
  4. A window displays. Click Try it FREE Now?
  5. Complete the company information that was not pre-filled.
  6. Click Sign Up.
    • Note: It may take several minutes to finish completing this first-time sync between QuickBooks Desktop for Windows and TSheets.
  7. Once the connection is complete, your new TSheets account will display in a browser window in QuickBooks Desktop. Your next steps to set up and use the integration will be displayed, along with a walkthrough of your new TSheets account. See also: Steps and Settings below.
 
 

Connect to Your Existing TSheets Account

Note: This option is not available if your TSheets account is integrated with QuickBooks Desktop + Web Connector.

  1. Launch QuickBooks Desktop.
  2. Open the QuickBooks Desktop company file that you want to integrate with TSheets, and sign in as the main administrator and in single user mode (File > Switch to Single-User mode).
  3. In QuickBooks Desktop, do one of the following:
    • (From the Home screen) Enter Time > Activate TSheets
    • Go to the Customers menu then click Enter Time > Activate TSheets
    • Go to the Employees menu then click Enter Time > Activate TSheets
  4. A window displays. Click Sign In.
  5. Enter your TSheets username and password and sign in. This will initiate the first sync.
    • Note: It may take several minutes to finish completing this first-time sync between QuickBooks Desktop and TSheets.
  6. Once the connection is complete, your TSheets account will display in a browser window in QuickBooks Desktop. Your next steps to set up and use the integration will be displayed. See also: Steps and Settings below.
 
 

Steps and Settings

Now, you may want to customize your TSheets account to meet your company’s needs and to make your first time data export run smoothly.

To Access your TSheets Account:

  1. Launch QuickBooks Desktop then do one of the following:
    • (From the Home screen) Enter Time > Use TSheets
    • Go to the Customers menu then click Enter Time > Use TSheets
    • Go to the Employees menu then click Enter Time > Use TSheets
  2. A browser window will open within QuickBooks, displaying your TSheets account.
Note: After your first sync, a “Congratulations!” window will display in TSheets, providing your next steps to best use the integration.

Payroll Item Mapping

Each employee must at least have one payroll item mapped before time can be exported to Quickbooks. Use this tool to map their QuickBooks payroll items to the appropriate time types in TSheets (i.e., Regular, Overtime, PTO, etc.). See: How to Map QuickBooks Payroll Items

Integration Preferences

If you missed the instructions upon setup or need to change a setting, you can access the preferences window at any time.

  • In TSheets, click the QuickBooks drop-down in the top right. Click Preferences and make any desired changes. See About QuickBooks Integration Preferences for more detailed information.
    • Under Employee Timesheets Should Show, choose what information you'd like your employees tracking time against: Customers/Jobs, Service Items, Billable yes/no, or Class.
    • Under Other Options, choose if you'd like to import your Vendors as Employees in TSheets. Employees from QuickBooks are automatically imported.
 
 

How to Sync between QuickBooks Desktop Direct and TSheets

  1. In QuickBooks, do one of the following:
    • (From the Home screen) Enter Time > Sync TSheets
    • Go to the Customers menu then click Enter Time > Sync TSheets
    • Go to the Employees menu then click Enter Time > Sync TSheets
  2. A sync is performed and will update or add any new information from QuickBooks into TSheets, and send Approved timesheets from TSheets to QuickBooks.
    • Notes:
      • You must approve timesheets first before they can be exported to QBD.
      • Once time has been exported, it is locked down so it will not export again.
      • If you need to Edit or Delete timesheets in TSheets after they have been exported, please contact TSheets Support to help you unlock that time.

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