Integrating ClickTime Data with QuickBooks Online via SaasAnt

Integrating ClickTime with QuickBooks Online

 

ClickTime has partnered with SaasAnt, a leading provider of QuickBooks integration tools, to make it easy to import time entries from ClickTime into QuickBooks Online. This solution replaces the legacy ClickTime QuickBooks Online Connector (QBOC). If you are using the legacy QBOC, please see instructions below for purchasing SaasAnt with an exclusive ClickTime discount.

 

Sign Up for SaasAnt Transactions for QuickBooks Online

 

SaasAnt is a ClickTime partner and leading provider of tools for importing data into QuickBooks. You can obtain a SaasAnt Transactions for QuickBooks Online at an exclusive ClickTime discount.

 

1. Log into your QuickBooks Online account and select Apps > Find Apps.
2. Enter “SaasAnt” into the search field and select it from the list.
3. From the SaasAnt landing page, select “Get App Now” in the upper right.
4. SaasAnt is added to your account and you will be directed to the home page of your trial subscription.
5. To start a new subscription after your trial, select the gear icon in the upper right of the SaasAnt application and select “Plans.”
6. Choose one of the annual plans based on your requirements, including the number of transactions (time entries) you plan to import each month. In most cases, the Launch Plan will be sufficient.
7. Agree to the terms and proceed to payment information. As part of the payment information step, enter your ClickTime discount code of CLKST14M to receive a 15% discount on an annual plan.

 

To obtain support for SaasAnt Transactions for QuickBooks Online:

 

• Access the SaasAnt Support Portal at support.saasant.com/support/home
• Select the Chat icon in the lower left corner of the SaasAnt application
• Call from 9am to 5pm Eastern Time: 619-377-0977
• Email support@saasant.com

 

Before Getting Started

This article walks you through the steps to export your time entries from ClickTime, and the basic steps of importing them into QuickBooks Online using SaasAnt Transactions for QuickBooks Online. Visit the SaasAnt help center for complete instructions.

 

The lists of employee, customer, project, and task names in your ClickTime account may not exactly match those in your QuickBooks Online company. To avoid errors during import and the chance of creating duplicate names, it’s recommended for you to attempt to reconcile names between the two accounts. For example, ensure that all client names in ClickTime also exist in your QuickBooks Online company so that imported time entries are associated with the correct clients. Unmatching names can also be resolved during the import process either by manually matching individual names or by allowing the import process to add names from your source file as new names in your QuickBooks Online company.

 

Please see our FAQ section at the bottom regarding common inquiries.

 

Exporting Data from ClickTime

 

You will create a Customizable Data Export (CDE) in ClickTime in order to export the time entries that will be imported into QuickBooks Online.

 

1. From within ClickTime, select Company > Reports.
2. Select “Create a New Report” from the Customizable Data Export section of the page.

From the Customizable Data Export page, you will select the data fields to include in the export, as well as filters and other settings.

 

Filters and Settings

 

1. From the left side of the page, select the type of file to be exported from the “Export as” drop-down list. CSV is the recommended output at this time.
2. Select other filters to limit the records to be exported. Keep in mind the filters you set now will be saved as the default values for this saved template, but they can be changed with each use.
3. It is recommended to use the “Mark exported entries as” selection. This will cause exported time entries to be labeled, helping to prevent exporting the same time entries again in the future. Before using this option consider creating a unique label to avoid confusion with other export labels. For example, create a custom label named, “Exported to QuickBooks Online.” When performing future exports, select the “Don't include entries already marked as” selection, along with your label, to keep from including records exported previously.
4. Enter a name for your CDE report within the “Save these settings as a favorite report titled” field. For example, a name like “QuickBooks Time Entries” will help you recognize this template for future use.

 

Data Fields

 

On the right side of the page, under the heading “Select fields to include in export,” you will select the fields to be included in your export. QuickBooks Online does not support all ClickTime data fields, but you are able to specify how fields are mapped (matched with QuickBooks Online fields). For example, you may have a Timesheet Entry-type custom field called “Job Type” that you will map to the “Class” field in QuickBooks.

Below are the most common fields from ClickTime time entries used to create time entries in QuickBooks Online, along with their recommended mappings to QuickBooks Online fields. Availability of these fields and how they are labeled will vary based on your company settings.

Creating Your Export Template

1. After choosing your filters, settings, and data fields, select “Run report.” Your export file will be prepared for download. If you gave your export a title in the previous steps, it will be saved for future use.
2. Select “download export” to download your file.

 

Importing Data Into QuickBooks Online

 

Before using SaasAnt Transactions you will need to connect it to an active Company within your QuickBooks Online account. This requires QuickBooks Online log-in credentials as a Master Administrator, Company Administrator, or Accountant.

If you don't already have a SaasAnt Transactionis account, complete the signup process first.

1. From within your QuickBooks Online account, select Apps >> Find Apps

2. From the Apps page, enter "SaasAnt" into the search field.  Select Bulk Import Excel | SaasAnt from the search results.

3. From the SaasAnt landing page, select "Get App Now" and follow the instructions.  you will be prompted to connect your QuickBooks company.

The SaasAnt Transactions (Online) application is now connected to your QuickBooks Online company.

The following describes the basic steps of importing time entries into QuickBooks Online using ClickTime's partner application, SaasAnt Transactions.  For additional help and support in using SaasAnt, please visit SaasAnt's support portal at https://support.saasant.com.

1. After logging into SaasAnt Transactions, select "New Import" from the left hand menu.

2. From the Other Transaction section, select "Time Activities"

3. Locate and upload the file you exported from ClickTime (see steps above).

4. If this is your first time importing time activities, or you haven't yet saved a mapping template, you'll need to match each Uploaded Field with its corresponding QuickBooks Field.

 

Important note regarding mapping project names:  It is strongly recommended to create a unique name for each project.  This helps avoid importing time entries for the wrong client that shares a project name with the original client.  If you do not use unique project names among all of your clients, your file must have the appropriate formatting so that Client and Project values are associated to one another.  For example, "ABC Company:Project001".  Without this prefix, QuickBooks will assign the time entry to the first client in your list using the Project name.

You have two options to appropriately combine these values into the format above.

• Use a concatenate formula for the Client and Project columns in the excel file you export from ClickTime.
• Use an Expression in SaasAnt's mapping screen, to automatically combine these values in the file without having to perform any edits in the file
  • From the Customer row in the Employee & Job section of the Map Fields page, select the gear icon ()
  • Select Expressions as the function.
  • Type the following value into the field: {Client name}:{Project name} (If necessary, replace the terms “Client” and/or “Project” with the terms you have set in ClickTime)
  • 
  • This will concatenate your client and project name to ensure they are correctly associated during the import process.

You can save your field mappings as a template for use in future imports, select the gear icon to the right of the Saved Mapping dropdown list.  Select "Save Mapping", give your template a name, and select "OK".

5. When your field mapping is complete, select "Review" at the bottom of the page.

6. From the Review & Upload page you have the opportunity to review and make changes to any individual records before completing the import.

7. When you're ready to complete your import, select "Upload".

8. Depending on the number of records, it may take a few minutes for the import to complete.  A confirmation page displays your results including any errors.  You can select "Undo" if you want to revert the entire import and start over.

 

To confirm time entries have been imported into your QuickBooks Online company, select "Show Results" after the import has completed.  You'll see a list of your imported time entries along with links to their corresponding entries in QuickBooks Online.  You'll also find a log of your imports from the Dashboard page of SaasAnt Transactions, which includes links to each entry in QuickBooks Online.

 

FAQ

1. Is SaasAnt able to support multi-currency in QuickBooks Online?

A. When transactions are exported out of ClickTime, they are pushed out as numeric values.  When they are imported (via SaasAnt) into QuickBooks Online, those values are assigned whatever the default (home) currency is in your QuickBooks Online.  Foreign currencies can be applied to customers, employees and vendors.  If you are invoicing a specific customer for time, it should convert that currency value from the default/home to the assigned currency of the customer.

 

This is highly dependent on your QuickBooks Online configuration and we strongly suggest consulting with QuickBooks Online/Intuit regarding how to properly set up and store these additional currencies.

 

1. Do I need a specific QuickBooks Online Plan to use SaasAnt?

A. Any QuickBooks Online plan from Essentials up should be sufficient.  Importing Time Activities SaasAnt requires a QuickBooks Online account with the "Enter Time" feature.