Mapping Employees & Contractors - Mapping Customers - Mapping Service Items
Exporting Mileage - Troubleshooting Guide
You must have QuickBooks Online Essentials or above to integrate with Timeero.
Let's Get Started!
- Log into your QuickBooks account.
- Log into Timeero and go to Integrations > QuickBooks Online.
- Choose Configuration and click Connect to QuickBooks.
- Follow the on-screen wizard provided by Quickbooks.
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.
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
- Run a Timeero report by going to Reports > Report by User or Group or Report by Date Range.
- Choose the correct date range or pay period you want to use.
- Click Export > Export to QuickBooks Online. You will be asked if you want to include mileage in your report, choose Yes or No.
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 in the top left click on the +New button and select Weekly Timesheet and you should see all of the exported time there.
Mileage costs will be shown under Expenses in QBO.
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.
Troubleshooting Guide
If your export fails or gives you an error message, you can click the bell icon in the upper right corner of your web portal to view common errors.
Error: My Quickbooks Online Vendors are not showing up for mapping in Timeero.
Fix: In QBO, temporarily remove any pay rate for the vendor, then click the Sync with QuickBooks Online button in Timeero. After that, they should show up to map and you can save the configuration. Once that is done, you can go back to QBO and reapply the pay rate.
Error: Where can I find the time for my vendors if I don't have the "Weekly Timesheet" option?
Fix: Exported vendor timesheets will be found in Time > Time entries.
Error: "Code field and realm ID is required."
Fix: Try connecting in an incognito browser instead of your usual one. For most web browsers this option is found in the settings.
Error: I can't find the exported time for service items.
Fix: Make sure that you have the checkbox "Mark time entries sent to QuickBooks Online as billable" selected. In QBO, you will see it under "Single time activity".
Error: All of my mappings are correct, but when I export it still gives me an error message.
Fix: If all of your employees are listed as "Employees" in QBO and are not vendors or contractors, make sure to deselect the options on the configuration page to mark time entries as billable and create bills from timesheet costs. Since you cannot bill employees in QBO, the export will fail.