ClickTime’s QuickBooks Online Connector (QBOC) allows you to export approved or locked timesheet data to QuickBooks Online for the purpose of generating invoices. This article will walk you through how to set up and use the connector to send your time entry data from ClickTime to QuickBooks.
Please note that while there is no cost for using our integration with QuickBooks Online, you will need to contact ClickTime Support to be set up with access to the integration. More details on getting access is discussed in the Getting Started section below.
Organizations that are interested in using our integration will need to have a QuickBooks Online Plus (or above) account and an active ClickTime account. If you would like access to our integration, please send an email to firstname.lastname@example.org requesting access. Please send the message from the email address associated with a ClickTime Administrator login and confirm the following:
- You currently have a QuickBooks Online Plus (or above)
- You are interested in synchronizing hours for invoicing purposes
Currently our integration does not support synchronizing Expenses, and was not intended to be used for Payroll. Time Off hours will not synchronize.
After receiving the email, our Support Team will reply confirming you have been given access.
Once you've heard back, you can then go to https://connect.clicktime.com and enter the credentials for your ClickTime account. After successfully logging into the connector, authenticate your QuickBooks account by clicking the green “Sign in to QuickBooks Online” button and entering the proper credentials on the following screen.
Once you've authenticated your QuickBooks Online account, you will be taken back to our connector, and can proceed with setting up your relationships or exporting time to QuickBooks.
Please be aware that only a ClickTime Administrator will be able to sign into https://connect.clicktime.com using their email address and password. Single Sign-On is not currently supported for our QuickBooks Online integration.
If this is the first time you are using the Connector, you will need to set up your relationships so the exported data is associated with the right Employees, Customer/Sub-Customers, and Services. You can either do this after setting your export criteria (explained below), or before you run the synchronization.
To do so before synchronizing, click the "Settings" option in the top-right and select "Link Items":
Additionally, you will see the option to "Link Items" if you've started the export process (explained here) and are told there are unlinked options.
This will take you to the "Link Items" page where you can establish the connection between People, Clients, Projects, and Tasks in ClickTime and their corresponding entities in QuickBooks Online. To do so, click on the text in the “Settings” column of the preview view for the entity’s that need to be linked.
The methods for linking each of your options are explained in more detail here:
When linking people, the first step is to designate whether the person in ClickTime is either an “employee” or “vendor” in QuickBooks Online. After this, you will be prompted to link them to the proper entity in QuickBooks.
If the employee / vendor already exists in QuickBooks Online but has not yet been linked to a person in ClickTime, simply select their name from the drop down list in the “QBO Name” column.
If the person does not yet exist in QuickBooks Online, select the “CREATE NEW” option from the drop down menu. This will prompt a modal to confirm the creation of a new person in QuickBooks Online. To continue, press the blue “Create” button in the lower right hand corner of the modal.
You will see a green success message when the user has successfully been created in QuickBooks Online.
When you are done linking People, press “Save” and continue on to link Clients/Projects, and Tasks.
Linking Clients and Projects in ClickTime requires that you map them to the corresponding “Customer” and “Sub-customer” in QuickBooks Online. If the Customer and Sub-customer already exist in QuickBooks, you can select the corresponding entities from the drop down menu.
If they do not yet exist in QuickBooks, you have the option to create them directly from the Connector. Simply press, “CREATE NEW” in the drop down menu and a modal will be prompted for you to confirm the creation of a new Customer / Sub-customer in QuickBooks online. The Project name will be auto-filled in the “Sub-customer display name” field, but you will need to designate the Client by selecting the corresponding “Customer” from the drop down menu.
If the Client does not yet exist in QuickBooks, again select “CREATE NEW” from the drop down menu and the Client Name will autofill into the “Customer Display Name” field. When you are ready, click “Create” and the Customer and Sub-customers will be created and linked by the Connector.
When linking Tasks, you will again go through the same process of either selecting an existing Service, if it exists in QuickBooks, or creating a new one through the connector. If you create a new Service, you will need to specify both the Income Account and Expense Account that is associated with the Service in QuickBooks Online.
When you have specified the income and expense accounts associated with the Service, you can click “Create” and the connector will link the Task in ClickTime to the newly created Service in QuickBooks.
The following data is available when exporting time from ClickTime to QuickBooks Online for invoicing purposes:
- Date of the time entry
- Hours of the time entry
- Notes/Comments associated with the time entry
- Billable Status of the time entry
- Billing Rate (if applicable) of the time entry
The Connector also stores/remembers the relationships between your ClickTime People/Time Entry options and your QuickBooks Employees/Vendors, Customers/Sub-Customers, and Services.
To export hours you will use filters to tell the Connector which time entries should be exported to QuickBooks Online. To do so, click the orange "Export Time" option in the lower left hand corner of the screen to begin the process of filtering your timesheet data.
On this screen, you can filter the timesheet data down by date range. You may select either a preset date range or specify the exact dates for which you would like to export time. Please note that the connector supports exporting time for up to 62 days (2 months) for each synchronization.
To further filter your timesheet data, click the blue text that reads “Advanced Options,” located below the end date field, which will allow you to filter by the following parameters:
- Clients and Projects
- Billing Status (Billable vs Non-billable time)
To filter by a specific Person, Client, Project, or Task, simply click into the filter and check the appropriate boxes next to the entities you would like to be included in the export. When you are ready, press “Apply to Filter.” To remove all filters and start from scratch, press the “Clear All Filters” text located at the bottom of the Advanced Filters menu.
Once your filters have been applied and you’re ready to move on, press “Preview” to confirm the entries that will be exported.
The Preview screen will then indicate whether there are any "unlinked" items included in your criteria. An unlinked item means that the relationship has not yet been established between the item in ClickTime and its corresponding entity in QuickBooks Online.
If you've already gone through your relationships as explained above, there may not be any "unlinked" items, and you can proceed with the data import.
If there are "unlinked" items, you can use the same linking process to establish the correct relationship between ClickTime and QuickBooks Online. If you've set up new relationships during an export, you'll want to click the "Continue" option to return to the Preview page. At this point you should be able to see all the time entries that are going to be exported to QuickBooks Online.
If you are ready to proceed, click "Export Linked Time Entries" you will be taken to a page to track the progress of the export. Once all time entries have been exported successfully.
To view the time you exported, simply click the blue “Go to QuickBooks Online” button below the progress bar.
Once you are in QuickBooks, you can confirm that the timesheet data was successfully imported to your QuickBooks account by navigating to your employees timesheet in QuickBooks and verifying that the time entries are there.
Please work with your local Intuit Professional / QuickBooks Expert if you need assistance with using QuickBooks data that has been exported from ClickTime. Feel free to reach out to our support team at email@example.com with any further questions.