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How to Manually Integrate TSheets and QuickBooks Desktop Using the Web Connector

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If you are integrating TSheets and QuickBooks Desktop using the Web Connector and either .exe file for the setup walkthrough is not loading or you use a server like Right Networks, use this guide to manually set up the integration. 

Before You Get Started:

In QuickBooks:

  • Turn on the “Full payroll” preferences
  • Ensure your week start date matches in both QuickBooks and TSheets
  • Ensure  “Use time data to create paychecks” is checked in both the Company-wide preferences, and for each active employee 
  • Ensure all employees are set up with at least one payroll item (time is unable to transfer without at least one payroll item mapped) 
  • Be able to sign in as the main admin (username is generally “admin”)
  • Be able to switch to single user mode
  • Be on the computer you will be using to sync TSheets and QuickBooks Desktop because the sync can only be performed in one location.
  • Ensure all users that need to have time exported to QuickBooks are added in QuickBooks as either an Employee or Vendor (including admins, if necessary).
These instructions assume that you are integrating QBD with an existing TSheets account. If you do not yet have a TSheets account, see: How to Get TSheets on Your Computer
 

All on the same computer:

  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.
  3. Sign into TSheets as an administrator.
 

Install the TSheets Quickbooks Integration Add-On 

  1. In TSheets, in the left menu, go to SET UP > Add-ons OR Feature Add-ons Manage Add-ons.
  2. In the list, find QuickBooks Desktop Integration, and click Install.
  3. "Step 1: Select Options": make your selections for what information you want to bring over , and click Next. Selections include (these selections can be changed later in the Preferences):
    • Delete all users: If you've already added employees into TSheets, they would not be linked with your QuickBooks account, so you can choose to archive them upon the first sync.
    • Import Customers and Jobs: This imports all active customers and their jobs into your TSheets account to allow employees to track time against them. You can either assign them to all employees, or assign them individually later (uncheck assign imported Customers and Jobs). Note: If available, the customer's address will also sync in to TSheets for the Nearby Jobs functionality.
    • Show Service Items: Brings your Service Item list over as a list employees can pick from while tracking time.
    • Show Billable: Gives employees an option to indicate whether the time they're tracking is billable or not.
    • Show Class: Brings your Class list over as a list employees can pick from while tracking time.
    • Import Vendors as Employees: If you have Vendors/Contractors that need to track time, you can choose to import them as users into TSheets. 
  4. Your first QuickBooks sync will remove any jobs/customers you had set up in TSheets before the integration, so you may see a warning window. When this window displays, read the warning, and if you want to proceed, type delete, and click Continue.
  5. "Step 2: Set Up Web Connector" : click Advanced/Manual Setup.
  6. Click the blue web_connector link, and open the downloaded file.
  7. In the security window, click OK.
  8. In the next security window, select Yes, whenever this QuickBooks company file is open > Continue.
  9. In the access confirmation window, click Done
  10. In the TSheets Set Up Web Connector window, locate the password.

  11. Back on the Web Connector window, enter the 4 digit password and hit enter on your keyboard. Choose to save the password when prompted. Then, check the box to the left of the TSheets application and click Update Selected.

    400px-Qb_save_password.png

  12. After the sync completes, back in TSheets in the "Congratulations!" window, follow the next steps listed there, like How to Map Payroll Items.
 

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