Configuring timesheet transfer

NOTE  To learn everything about the QuickBooks Extension for Desktop, refer to the landing page for documentation links, configuration steps, videos, and walk-throughs that help you set it up.

The QuickBooks Extension allows you to transfer approved Autotask timesheets to the QuickBooks Weekly Timesheet. Your Autotask timesheet period does not have to be weekly; it can be bi-weekly or semi-monthly. If needed, data is transferred to multiple weekly timesheets in QuickBooks.

Third Party applications are not supported.

Who should consider timesheet transfers to QuickBooks?

Transferring timesheets makes sense for Autotask customers who use QuickBooks Payroll rather than ADP, Paychex, or another service, and who have resources or 1099 contractors who are paid by the hour. You are relying on the Weekly Timesheet to generate paychecks and track time off.

Configuration tasks

The following configuration tasks must be completed before you can transfer timesheets to QuickBooks:

In QuickBooks:

• Go to Edit > Settings > Payroll & Employees > Organization Settings tab.
  Click Employee Defaults…
  Check or uncheck the box labeled Use time data to create paychecks. Even if you do not want this box checked, check it and uncheck it to make sure QuickBooks registers the value. This will clear it from being in an Unknown state and generating an error message.
  Click OK.
• Make sure Time Tracking is enabled in QuickBooks (Edit > Settings > Time & Expenses > Organization Settings tab, select Yes).
• Run the web connector to make sure that QuickBooks payroll items, employees, and vendors are synced to Autotask and available for mapping. Refer to Adding or editing a single or first web connector.

In Autotask:

• Map your Autotask resources to QuickBooks employees or vendors. Refer to Mapping resources to QuickBooks employees and vendors.
• Map Autotask Payroll Time Categories to QuickBooks Payroll Item Names. Refer to Mapping payroll categories for Timesheets transfers.
• If you have configured more than one web connector and want to transfer employee timesheets to a different QuickBooks file, you must map your users to the correct web connector. refer to Mapping resources to a different web connector.

For information about initiating a transfer, refer to Initiating purchase order, timesheet and expense report transfers.