QuickBooks Online Integration

Mapping Employees & Contractors - Mapping Customers - Mapping Service Items  
Exporting Mileage


 

You must have QuickBooks Online Essentials or above to integrate with Timeero. 

Let's Get Started!

  1. Log into your QuickBooks account.
  2. Log into Timeero and go to Integrations > QuickBooks Online.
  3. Choose Configuration and click Connect to QuickBooks.
  4. Follow the on-screen wizard provided by Quickbooks.

qbo integration

Mapping Your QBO Employees & Contractors

Your employees and contractors in QuickBooks will need to be mapped to their corresponding users in Timeero. To begin you'll need to go to Integrations > QuickBooks Online > Configuration > Configure Mappings. Click on Sync Changes from QuickBooks to pull all your QBO employees into Timeero's mapping page. You should see all of your employees and contractors under the column QuickBooks Employees. Select the correct QBO employee from the dropdown menu for each Timeero user and click Map Employee

qbo mapping

If your employees are saved as Vendors in your QBO account, you will need to remove any pay rates from their QBO profile in order to map them to Timeero. As soon as you map them, you can reinstate the pay rate in QBO.

Mapping QuickBooks Customers

Customers, Sub-customers and Projects in QBO are equivalent to a Job in Timeero. You can import these to Timeero by going to Configuration > Configure Mappings > Customers. Select the checkbox next to the customers/projects you want to import and then select Import Jobs at the bottom of the page.

Imported customers/projects will be created as Jobs inside of Timeero. After they are imported you will need to match the QBO customer to the Timeero job and select Map Customer to finalize it.

Imported jobs will automatically have mileage tracking turned off and Require Geofence turned on. You will need to edit these settings on the Jobs page on Timeero to match what you need.

Mapping QuickBooks Service Items

A product item or service item in QBO will map to Tasks inside of Timeero. You will first want to ensure that you have Tasks turned on by going to Company Settings and making sure that Allow users to choose a task when clocking in is toggled on.

Next go to Configuration > Configure Mapping > Service Items and just like with mapping customers you will want to match the QBO Service Item to the Timeero task in the drop down menu and click Map Service Item to lock it in. If there is not yet a matching task, check the box next to the Service Item and click Import Tasks at the bottom of the page.

Setting up Mileage Chart of Accounts

In order to export mileage into QBO, you will need to set up your mileage chart of accounts. To do this go to Configurations > Configure Mapping > Mileage Chart of Accounts. Select the Bank Account and Expense Account for mileage reimbursement.

Exporting Mileage

  1. Run a Timeero report by going to Reports > Report by User or Group or Report by Date Range.
  2. Choose the correct date range or pay period you want to use.
  3. Click Export > Export to QuickBooks Online. You will be asked if you want to include mileage in your report, choose Yes or No.

QB report-gif

All hours are sent as Regular Hours. There is no separation of regular hours versus overtime hours.

 

When the export is complete you will receive a message saying that the transfer was successful. Total hours worked will be shown on each employee's QBO weekly timesheet. In QBO click the +New button. Under the Employees column you will see the weekly timesheet. Mileage costs will be shown under Expenses in QBO.

qbo mileage-1

The Type will be "Expense" for your employees and "Bill" for your contractors.


In QBO click on View/Edit to view or add the name of the employee.

qbo mileage 2