QuickBooks Desktop Importer

Overview

OnTheClock’s QuickBooks Desktop Import tool helps you send hours to your QuickBooks Desktop account.

Feature limitations:

• Job & costing information cannot be sent to Quickbooks Desktop. This includes jobs, projects, customers, tasks, and department information. 
• The QuickBooks Desktop Importer will only send time to the default payroll items in QuickBooks Desktop. Your payroll items must be labeled as the following: Hourly, Overtime (x1.5) hourly, Double-time hourly, Triple-time hourly, Hourly Vacation, Hourly Holiday, Hourly Sick, and Hourly Personal.
• We do not send over salary hours at this time, only hourly payroll items will be sent to QuickBooks Desktop.
• We are not compatible with Contractor Editions of QuickBooks Desktop 
• The Import tool is only compatible with Microsoft-based computers; no tool is available for MAC users. 

Setup

Download OnTheClock Import Tool

1. Step 1: Download and install the importer tool.
2. Step 2: Check that your employees’ names in OnTheClock match the information in your Quickbooks account.
3. Step 3: Remove any custom time card column names from your Time Clock Advanced Settings.

Setting Up QuickBooks

1. Step 1: In Quickbooks, navigate to the Employee Center.
2. Step 2: Double-click on an employees’ name.
3. Step 3: Check the box labeled “Use time data to create paychecks.”
4. Step 4: Under “Earnings,” ensure all item names are default.

1. Step 5: Repeat for each employee.
2. Step 6: Navigate to “Edit,” then “Preferences.”
3. Step 7: Select “Time and Expenses.”
4. Step 8: Check “Yes” under “Do you track time?”

What to Expect

Check to ensure that your QuickBooks desktop account allows access to the OnTheClock.com Importer application.

1. Step 1:  Click file and select preferences.
2. Step 2: Go to "Integrated Applications."
3. Step 3: Click the tab "Company Preferences."
4. Step 4: Ensure "allow access" is checked and the application name "OnTheClock.com Importer," is listed.
5. Step 5: Click Ok.

Importing

1. Step 1: Log in to your OnTheClock account.
2. Step 2: Navigate to Time Cards.
3. Step 3: Set your pay period and review your time card entries.
4. Step 4: Click “Export CSV” to download time card data.
5. Step 4: Launch Quickbooks.
6. Step 5: Launch the QuickBooks Importer Tool.

1.  
   Step 6: In the importer, browse for and select your file.
   Step 7: Review your time card data.
2. 
   Step 8: Click “Send to QuickBooks.”
3.  
   Step 9: In QuickBooks, click “Enter Time,” then “Use Weekly Timesheet.”
   Step 10: Select the employee you’d like to view.
   Step 11: If the import is successful, it will say “OTC added” in the “Notes” field.

Multiple Company Account 

If you are running multiple company accounts, you’ll need to use single user mode to import hours into QuickBooks. To do this, launch the importer tool, and switch your setting to “Yes, prompt each time.”