QuickBooks Online Integration Setup

Our Quickbooks Online Integration allows you to link your Quickbooks account to your Hubstaff account to assist in payroll. If you are looking for a direct integration to assist in invoicing, that is not yet available. You’ll connect Quickbooks “Customers” to Hubstaff “Projects” and Quickbooks “Users” to Hubstaff “Users”, and be able to view all timing data within Quickbooks to make payroll.

All time that is logged to your QBO Customers with Hubstaff will be automatically added to your account. Once the time data is added to your account, you’ll be able to make payroll payments without a manual CSV upload.

Before you start: Make sure time tracking is enabled in your account settings (Navigate to Account and Settings – Advanced – Time tracking then place a checkmark on the time tracking options).

Hubstaff checks that the QBO company you link us to has the “Time tracking” feature available 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.

Hubstaff integrates seamlessly with Quickbooks so you can sync the time tracked in Hubstaff as well as pay rates and pay periods to Quickbooks. This makes it easier for you to run your payroll in Quickbooks Online.

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 under the Accounting and invoicing section.

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 then click Next to continue.

Click the Connect button to authorize Hubstaff to connect to your Quickbooks Online account.

 

Step 5

You’ll be taken back to Hubstaff to choose which projects you’d like to sync to Quickbooks. Click Sync all to connect all Quickbooks projects/customers, or click on Select from list to choose specific projects you’d like to connect.

 

Step 6

Click on the Users button on the Quickbooks integration page then click on Connect users.

A dialog box will appear where you can match the Quickbooks user to the Hubstaff user. Hit Save to finish or add more users by clicking on the Connect another user button.

Optional

Navigate to the integration’s Settings page to configure the following options:

  1. Change the integration name
  2. Synchronize payment – syncs the pay rates in Hubstaff to Quickbooks users.
  3. Reauthenticate the integration – refreshes the connection between Hubstaff and Quickbooks
  4. Delete the integration – removes the integration.


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 tracked time to QBO, including the set pay rates in Hubstaff which could be used on the Quickbooks Online payroll. If a Hubstaff project is linked to a QBO “project/customer” then the time will be tagged against that (customer). Note that the payroll is processed in the QBO platform.
“Projects” in QBO are the customers in QBO. So if you just set up 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” then 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.
The tracked time that is synchronized back to Quickbooks is marked as “non-billable”.

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