TSheets and QuickBooks for Desktop FAQs

Answers to the Most Common TSheets & QuickBooks for Desktop Questions

GETTING STARTED

Q.What is the benefit of using the Intuit Web Connector to sync with TSheets?

A. Using QuickBooks Online or the Intuit Web Connector to sync with TSheets makes using the integration even more flexible. It will allow you to track your time from anywhere, and then allow multiple users (with the proper permissions) to send the time to QuickBooks. This also means there's no need to breach a firewall and ensures added security when using a hosted QuickBooks solution or QuickBooks on a server.

Q. How do I know if I have the Intuit Web Connector?

A. If you are using a desktop QuickBooks version you can find this under the “File” menu in QuickBooks 2013 or under the “Online Services” or “Online Solutions” in an earlier version. To start with, you will see a “Set Up Intuit Web Connector” menu item, however, if you have already set up the web connector you'll be able to see the “Sync” menu options available such as starting a sync or opening the web connector. The Intuit Web Connector syncs all of your company file information to the Intuit cloud environment so that you can sync that cloud environment version of your data with apps in the Intuit App like TSheets.

Q. How do I get information to transfer to and from QuickBooks?

A. If you are importing information to TSheets, you will first use the Intuit Web Connector within QuickBooks to perform a sync. Then, within TSheets, you will want to use the green QuickBooks menu in the top right hand corner of your account dashboard and select the import option. If you are exporting timesheet information from TSheets to QuickBooks, you will first want to use the green QuickBooks menu button in the top right hand corner of your account dashboard and select “Export All Approved Time”, then in QuickBooks you will use the Intuit Web Connector to perform a sync.

Q. Can TSheets change my company file information?

A. Absolutely not! The only information that TSheets can adjust is timesheet information. This means if you change the name of a customer or job within TSheets, the next time you do an import this information will be reverted back to what is in QuickBooks.

Q. Can I import and export at the same time?

A. No, to make the sync faster and give you more control over what happens, TSheets has split the importing and exporting process into two different actions. These two actions can be performed back to back though.

Q. What all does QuickBooks bring into TSheets?

A. TSheets will bring in all of your active employees, customers / jobs / projects, service items and classes from QuickBooks.

Employees: TSheets will bring over all of your “active” QuickBooks employees into TSheets. If you want, TSheets can also bring your QuickBooks Vendors into your TSheets account, but it will bring over all of your vendors that have a First and Last Name field value in QuickBooks.

Customers / Projects / Jobs: TSheets will import all of your “active” QuickBooks Customers as customers in TSheets. Your employees will then select a customer when they go to clock in. If you have “Projects” or “Jobs” then those will be imported as well, and your employees will be asked to select a Project or Job as well before they will be able to clock in.

Service Items: This is an optional field, if you would like to have your employees select a “task” or “activity” when they clock in. This will be all of your Service Items from QuickBooks brought into a list in TSheets from which your employees will select their task before they are able to finish clocking in.

Classes: TSheets will bring over all of your “active” QuickBooks class options as another field that your employees can select when clocking in and out. Turning on this feature is optional, but if you would like to have your employees select the class as they clock in and out, it will be required for them to enter it before they can clock in.

EMPLOYEES

Q. How do I add a new employee?

A. You'll want to add all new information into QuickBooks. To do this, go to the Employee and then select the option to add a new employee. Once you have entered in their information you will want to bring them into TSheets through an import. You can do this by clicking the green QuickBooks button within your TSheets dashboard and selecting the import option.

Q. How do I know what my employee's passwords are?

A. After the import that brings the employee into TSheets you will receive an email with the details of the import called a Sync Report. This will contain the usernames and passwords for each of your employees.

Q. Why didn't my employees pay rate show up in TSheets?

A. Since TSheets doesn't do any payroll calculations, we don't import over the pay rate of the employees. You have the option to enter this field into the employee's profile within TSheets, but it is for a reference point, not used in reporting calculations.

CUSTOMERS & JOBS

Q. Can my employees track time against customers and jobs?

A. Absolutely, by default this is how the TSheets and QuickBooks integration is set up to function. Your employees will be asked to select a customer or project before they will be able to clock in. You also have the options of asking them to select a service item, a class, and to indicate if the time is billable.

Q. How do I remove a customer/job from TSheets?

A. Once you mark the customer or job as inactive in QuickBooks, then perform another import in TSheets, this will remove the customer and / or job from TSheets as well.

Q. Can I bring a customer or job back if I delete it in TSheets?

A. Absolutely! If you've accidentally deleted a job or project in TSheets you will just want to make a quick change to it in QuickBooks, such as deleting the name and typing it in again, or even just opening the client editor, not changing a thing, and clicking save. This will update the “last modified” date, and if you do another import into TSheets it will reactivate that same customer or job.

SERVICE ITEMS:

Q. What are service items?

A. Service items, within TSheets, are the same services you have listed in your QuickBooks company file. These are typically activities and services which your employees perform for your clients.

Q. Where does the service items list in TSheets come from?

A. The service items listed in TSheets are brought over from the services you have listed in QuickBooks.

Q. Does the billable rate of a service item apply to their timesheet in QuickBooks?

A. Yes. If you've set up a billable rate to be associated with a service item in QuickBooks, once you export the time to QuickBooks it will have that same billable rate associated with it for invoices.

TRACKING AND EXPORTING TIME

Q. Can I track my time as billable within TSheets?

A. Yes you can. All you'll need to do is select this option within TSheets. To do this, click on the green QuickBooks button in your TSheets dashboard and go to the Preferences section. Here you will be able to select that employee timesheets should show as billable. Then when your employees clock in and out they'll be asked if their time was billable or not and the time will then export to QuickBooks to reflect their selection.

Q. Can employees add notes to their timesheets?

A. Yes! Once that time is exported to QuickBooks the added notes will display in the description field of the time entry.

Q. I exported my employee's time into QuickBooks, but had to make adjustments to the timesheet in QuickBooks. Will those changes go back into TSheets?

A. No, they will not, but TSheets will also not make any adjustments to the time entry in QuickBooks so it won't be reverted back and your changes will be saved.

Q. Can I review the time before it gets sent to QuickBooks?

A. Yes. In fact, you are required to review and approve all timesheets before they can be exported to QuickBooks.

Q. I have time approved and ready to go to QuickBooks, but when I select “Export” it says I don't have any time to export. What causes this?

A. If you are tracking overtime (even for just one employee) but the week hasn't finished yet, you won't be able to export any time. In order to properly calculate overtime, the week must be completed before you can export timesheets from it.

Q. If I'm having trouble with my TSheets and QuickBooks integration, how do I get problems resolved?

A. By reaching out to the TSheets Support team! We'll do our best to help you out with whatever problems have come up. We can also assist you in escalating the problem to QuickBooks support if necessary. We are available 8 AM to 5 PM MDT, Monday through Friday, and can be reached by phone at 888.836.2720, by email at help@tsheets.com or on our help desk at http://help.tsheets.com..

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