QuickBooks Online Integration Setup

Before you start: Make sure time tracking is enabled in your account settings.  What we do is check that the QBO company you link us to has the “Time tracking” entitlement and that it is a Quickbooks Online Plus company that you belong to. Read about QuickBooks Online plans

Without time tracking enabled it will not work as QBO will reject any API calls we make to submit time. This article has more information about time tracking in QuickBooks Online: https://community.intuit.com/articles/1145250-time-tracking-in-quickbooks-online

The QuickBooks Online integration basically logs the time through their time tracking system, so if you contact Intuit, they should be able to help you further in terms of how you’re able to see/handle that time within QuickBooks Online itself.

The Quickbooks integration doesn’t support integrating with multiple organizations, as they invalidate the previous authorization when a second QBO integration is setup with the same login.

Linking Quickbooks online to Hubstaff is easy! Please follow the steps below to get started:

Step 1

To get started with the QuickBooks Online integration, click on “Integrations” on the sidebar menu in your Hubstaff account.

Step 2

Next, click the QuickBooks logo from the list of available integrations.

Step 3

Enter a name for your integration (it can be anything you like) and click the “Create integration” button. You’ll be taken to Authorize the QuickBooks online integration (if you aren’t already logged into your account, you’ll be able to log in on this step).

Step 4

After logging into your QuickBooks Online account (if you weren’t already logged in), you may be asked to select a company if you have more than one. Select the company and you can then authorize the integration:


Step 5

When you’ve done that, you’ll be taken back to Hubstaff for the final step! You just need to link your QuickBooks Online customers with Hubstaff projects (you can automatically create a project in this step as well) and your vendors.

At this point the integration should be all set. Time tracked to QBO employees/Hubstaff projects by connected users will be exported automatically every hour and you’ll have your time accurately accounted for. Projects hours will fall under “Classes” and “Customers”.

The exported time from Hubstaff should show up in your reports in QuickBooks (such as the time activities by customer detail reports).

The information that is sent from Hubstaff to Quickbooks is:

  • Employee name
  • Date
  • Time spent

The QBO integration syncs “all time” to to QBO. If a Hubstaff project is linked to a QBO “project/customer” then the time will be tagged against that (customer).
“Projects” in QBO are the customers in QBO. So if you just setup QBO and only link the users. Then any time tracked in Hubstaff for that user will be synced to QBO.
“Employees” in QBO are users that need to be linked in Hubstaff.
If you link a project to a QBO “project/customer” than the time for that one project will also be linked to that “project/customer” in QBO.

The following versions of Quickbooks Online do NOT support time write-back (export):

  • Self-Employed
  • Simple Start
  • Quickbooks Essentials

Tasks can be completed outside of Hubstaff in the project management tool to have the time synced as well.
Tracked time that is synchronized back to Quickbooks is marked as “non-billable”.

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