How does TSheets Integrate with QuickBooks Desktop and Online?

How does TSheets Integrate with QuickBooks Desktop and Online?

TSheets is a QuickBooks Time Tracking application used to send alerts to employees, schedule employee jobs, and track time through a browser or mobile app. By integrating TSheets into the QuickBooks platform, you can sync the accurate time tracking data of your employee for invoicing and payroll. There are other benefits of using QuickBooks TSheets integration such as interactive reports and team management. But, do you wonder “how does TSheets integrate with QuickBooks Desktop or QuickBooks Online?”

Well, this integration seems to be possible however, understanding the right procedure is mandatory. Therefore, we bring you this guide where you will learn how to integrate TSheets with QuickBooks Desktop and QuickBooks Online.

How to Integrate TSheets with QuickBooks Desktop?

To integrate QuickBooks Time with QuickBooks Desktop, you will have to follow a number of steps. First of all, you will need to make important settings for your QuickBooks Desktop account and QuickBooks Time account. After that, you can log in to the same computer, install the add-on for TSheets QuickBooks Desktop integration.

Make sure you perform the steps carefully while integrating QuickBooks Time with the QuickBooks account. Let’s get into more details and find out the answer to “does TSheets integrate with QuickBooks Desktop”.

Note: If you are using QuickBooks Desktop 2019 or later (US version), you should use the direct method for TSheets integration with QuickBooks Desktop.

Step 1: Make the Necessary Settings

Before performing TSheets QuickBooks Desktop integration, you should prepare QuickBooks Time and QuickBooks Desktop accounts. For this, you will have to implement the required settings. Read the following instructions to make the necessary changes in QuickBooks settings.

  • First of all, enable the “Full Payroll” feature in your QuickBooks account.
  • Then, make sure that the week start date is the same in QuickBooks Time and QuickBooks Desktop.
  • The “Use time data to create paychecks” option should be selected for each active employee in both the “Company-wide” preferences.
  • Users should make sure that all the employees are created with one payroll item at least; time is usually not able to transfer with no payroll item mapped.
  • Make sure you log in to the QuickBooks account as an administrator. (Generally, the username is admin).
  • You should also switch to the “Single User Mode” in QuickBooks Desktop.
  • Users should be sure that they are on the same computer you will use for syncing QuickBooks Desktop and QuickBooks Time because the syncing process can be performed in one location only.
  • It is also necessary to add all the users either as “Vendor” or “Employee” that requires time exported to the QuickBooks. It can include admin if required.

These instructions should be followed when you plan to integrate QuickBooks Desktop with the QuickBooks Time account. If you don’t have an existing QuickBooks Time, you can get one on your computer.

Step 2: Sign In on the Same Computer

As we stated earlier, it is mandatory to use only the system on which you will sync the QuickBooks Desktop and QuickBooks Time. Here are a few steps you should take care of:

  • Open the “QuickBooks Desktop”.
  • Then, launch the “Company File” in QuickBooks Desktop you wish to integrate with your QuickBooks Time.
  • After this, log in as the main admin. Also, make sure you are in the “Single-User” mode.
  • Once done, log in to the “QuickBooks Time” with admin privileges.

As you log in to the QuickBooks Time and QuickBooks Desktop on the same computer, continue installing the TSheets QuickBooks integration add-on.

Step 3: Install TSheets QuickBooks Integration Add-on

The most crucial step is to install the add-on for successfully integrating the QuickBooks Time with QuickBooks Desktop. Here, we will use the Web Connector app to make your process easy. However, you can use the direct method for integrating QuickBooks Time and QuickBooks Desktop. Now, let’s understand how to integrate TSheets with QuickBooks Desktop.

  • Open the “QuickBooks Time” account and click on the “Feature Add-ons” option located on the left.
  • Then, choose the “Manage Add-ons” option.
  • After this, search for the “QuickBooks Desktop Integration” option.
  • Press the “Install” button.
  • Here, you can click on the “Select Options”. Then, you can make the choices depending on what details you wish to bring over and hit the “Next” button.
  • If you are wondering what all options are included in the selection, you can read the following options. Please note these selections can be changed by going to the “Preferences” section:
    • Delete All Users: If you added the employees already in QuickBooks Time, they will not be linked automatically with the QuickBooks account. Thus, you can select this option to archive employees upon your first sync.
    • Import Customers and Jobs: By selecting this option, you can import all the active jobs and customers into the QuickBooks Time account. This will allow the employees to easily track the time against them. Also, you can assign them individually or all employees either.
    • Show Service Items: This option will bring the service item list so the employees can choose the items while tracking time.
    • Show Billable: This option indicates if the time is billable or not.
    • Import Vendors as Employees: Those who are having “Contractors/Vendors” that want to track time then select the option to import them as a user into your QuickBooks Time account.
    • Show Class: By selecting this option, a Class list appears so your employees can choose from them while tracking time.
  • Once you follow these options, the first sync will delete the customer/jobs you have set up in your QuickBooks Time account before proceeding with the integration. Thus you might get a warning prompt. When you see the warning message, you just need to type “Delete” (if you are ready to proceed) and hit the “Continue” button.
  • The next step is to set up the “Web Connector”. For this, you will have to choose the “Advanced/Manual Setup”.
  • Choose the “web_connector” link.
  • After this, open a downloaded file.
  • Click the “OK” button in a security window.
  • When you see another security window, click the option that says “Yes, whenever this QuickBooks company is open”.
  • Hit the “Continue” option.
  • When you see the access confirmation screen, click the “Done” button.
  • Now from the “Set Up Web Connector” screen in QuickBooks Time, find the password.
  • After that, return to the “Web Connector” screen and add the four digits password for your account and press the “Enter” key. When prompted, make sure you save the password.
  • Now, you can place the checkmark for the “QuickBooks Time” app on the left.
  • Press the “Update Selected” option.

As you execute these steps, the process of your sync will be completed. You will also find the confirmation message on your screen. So, this is how you can perform the TSheets integration with QuickBooks Desktop.

How Does TSheets Integrate with QuickBooks Online?

To integrate QuickBooks Time with QuickBooks Online, you are required to install the integration app. Once installed, you can choose the appropriate settings from the Preferences window. Later, you can import the items into your QuickBooks Time account from QuickBooks Online. Make sure you check the payroll items once mapped by QuickBooks. Let’s know more about TSheets integration with QuickBooks Online.

Step 1: Get Started with TSheets QuickBooks Online Integration Add-on

To integrate TSheets with QuickBooks Online, you need to have the integration app installed on your account. There are two ways to get the app; either install the integration app within QuickBooks Time from the Feature Add-ons option or visit the Apps.com page to find the QB Time Tracking app. Let’s find the answer to “how does TSheets integrate with QuickBooks Online”.

Get the Integration App from QuickBooks Time

  • Open the “QuickBooks Time” account and select the “Feature Add-ons” option located on the left.
  • Then, select the “Manage Add-ons” option.
  • After this, search for the “QuickBooks Online Integration” option.
  • Press the “Install” button.
  • Here, you can click on the “Connect to QuickBooks” option. This will show you the sign-in page of Intuit.
  • Now, you can sign into the account. If you are having multiple companies then choose the one you wish to link with your account.
  • When you see the prompt, click on the “Authorize” button. This will show you a message saying “You are now connected” and then the “Preferences” page will display so you can apply the required settings.

Get the Integration App from Apps.com

  • Visit the “Apps.com” page.
  • Then, search for “QuickBooks Time Tracking”.
  • Click on the “Learn more” option.
  • When you see the prompt, you can select which QB company you want to integrate with your QuickBooks Time account.
  • After this, you will see the “Setup QuickBooks Time Tracking” screen. Here, you can sign in to the existing account or you can start with the free trial.

Once you install the app for TSheets integration with QuickBooks Online, you can then select the settings from the Preferences window.

Step 2: Select the Preferences to Import the Items

Since the integration app is installed, you can now choose the items so that later you can import them into your QuickBooks Time account from QuickBooks Online. You can follow these steps for better insights:

  • Go to the “Preferences” window and choose the items. Here, you will find the following options:
    • Import Customers and Jobs: By selecting this option, you can import all the active jobs and customers into the QuickBooks Time account. This will allow the employees to easily track the time against them. Also, you can assign them individually or all employees either.
    • Delete All Users: If you added the employees already in QuickBooks Time, they will not be linked automatically with the QuickBooks account. Thus, you can select this option to archive employees upon your first sync.
    • Show Billable: This option indicates if the time is billable or not.
    • Import Vendors as Employees: Those who are having “Contractors/Vendors” that want to track time then select the option to import them as a user into your QuickBooks Time account.
    • Show Service Items: This option will bring the service item list so the employees can choose the items while tracking time.
    • Show Class: By selecting this option, a Class list appears so your employees can choose from them while tracking time.
  • When you receive the warning prompt about the deletion, you can type “Delete” if you agree to delete.
  • Then, hit the “Next” button.
  • From the “Exporting time to QuickBooks” section, choose the date before when the timesheet would not be exported to QuickBooks Online.

This is how you can make the selection for importing the items into your QuickBooks Time account from QuickBooks Online. After this, you can continue importing the data from QuickBooks Online.

Step 3: Import the Data from QBO

The changes and additions made in QuickBooks will import automatically into the QuickBooks Time every minute. The sync log will appear next to the automatic imports.

  • If you want to stop the import, navigate to the “QuickBooks” and choose the “Preferences” option.
  • From the “Automatically import changes to”, you can remove all the items that you don’t want to be imported automatically.
  • If you want to gray out the automatic import, you can remove the “Automatically import for changes made in QuickBooks” option.

Note: If required you can manually perform the import. All you have to do is to click on the QuickBooks from the top right of the QuickBooks Time menu and choose the Import button.

Step 4: Map the Payroll Items

In case you prefer to use QuickBooks Online and QuickBooks Time integration for payroll then you will have to enable this option in your preferences. If you are importing the payroll item for the first sync, it will map them automatically. However, it is recommended to check and make the required adjustments.

Payroll items can be mapped by Employee, Customer, Class, or Service Item. You can let your employees choose the payroll items. Here are the steps for mapping your payroll items by Employee.

  • Go to the “QuickBooks Time” located on the top right.
  • Click on the “QuickBooks” option.
  • Select the “Preferences” option.
  • Switch to the “Employee Map” tab.
  • Click on the name of the employee.
  • When you see each hour type column, you can choose one payroll item for each column. The changes you make save automatically.
  • If you want to download the spreadsheet, choose the “Employee CSV”.

By performing these steps, you can track per hour for each employee for the one payroll item you assigned to that hour.

To Sum Up

If you want to send alerts to employees, schedule employee jobs, and track time through a browser or mobile app, you can use the TSheets (QuickBooks Time Tracking application). By integrating this app with QuickBooks, you can even sync the accurate time tracking data of your employee for invoicing and payroll. To perform the QuickBooks TSheets integration, we have shared curated details in the above information.

To make your payroll service smart, you can perform Gusto QuickBooks integration. This will help you pull your employee and company data from QBO to streamline the setup process and gain a number of benefits.

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