Exporting Timesheet Data to QuickBooks Desktop

QuickBooks Integration with Hour Timesheet

If you have been using QuickBooks Desktop for any amount of time, you certainly understand it has some benefits not available on other platforms. Though the push has been for everything to in the “cloud”, you know that QuickBooks Desktop serves your needs better than its competition. The good news is that Hour Timesheet’s timekeeping software seamlessly integrates with QuickBooks Desktop. We utilize the QuickBooks Web Connector to populate each employee timecard in your QuickBooks company file.

Many government contractors have tried (unsuccessfully) to pass a DCAA audit while using only the time card features that come with the QuickBooks Desktop solution. It doesn’t take much inspecting before realizing that many of the key features of DCAA timekeeping requirements are not in the product at all.  Below are the top “missing requirements that make 3rd party vendors like Hour Timesheet a great choice for capturing employee timesheet data for your workforce.

Audit Trail

The Hour Timesheet employee time card contains an activity log that tracks the username, IP address and a time and date stamp of all entries made to the timesheet. QuickBooks has no audit trail at all.

Approval Processes

Hour Timesheet allows for multiple supervisor signatures to any timesheet. Employees and subcontractors in a cross functional (matrix) organization can have each supervisor approve the timesheet. QuickBooks does not include the ability to review and approve time entries by supervisors.

Charge Code Restrictions

Hour Timesheet includes the ability to limit employees to only see charge codes & track time against codes (Customer: Job, Service Item, Payroll Items) they are assigned to. This Hour Timesheet eliminates the possibility of employees charging to wrong labor cost code. QuickBooks – No charge code limitation are available.

Reason Required

Hour Timesheet employees who don’t enter work hours daily can be prompted to enter a reason for the tardy entry. Hour Timesheet also requires the user to enter a reason for editing a previously entered data on a timesheet in real time. QuickBooks timesheet feature does not.

Corrections

Hour Timesheet includes a correction timesheet process workflow providing alerts (emails) to supervisors and site admins when correction timesheets are created. QuickBooks – feature does not exist other than a manual entry to update the corrected data.

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How to Export Hour Timesheet data to QuickBooks

Timesheet data created in Hour Timesheet can be exported to your accounting/payroll software.  To export data from Hour Timesheet, follow the instructions below.  Only time sheets with the Approved status will show up on the Export page.

1. Login to your Hour Timesheet login page as user with admin or accountant role

2. Navigate to the Export Timesheet menu item

3. Place a check in the box next to the timesheet(s) that you would like to export

4. Click the Export Selected button to begin the sync process.

5. A pop-up box will appear confirming the records to be exported.

6. Click the Export button to complete the export process request

NOTE: At this point the web connector will run at its auto scheduled time, if a time increment for syncing data has not been set, you will need to  open the web connector file and force the update so that the payroll export created above can be imported into QuickBooks Desktop. YOUR QUICKBOOKS COMPANY FILE MUST BE OPEN FOR THE WEB CONNECTOR TO RUN SUCCESSFULLY.  To force the update between Hour Timesheet and QuickBooks Desktop follow the steps below.

1. Locate and open the Web Connector on your computer

2. Place a check next to the Hour Timesheet Application

3. Click the Update Selected

Best Practice – check the Auto-Run box next to the Hour Timesheet application and set the Every_Min to “60”. This will ensure that your QuickBooks and Hour Timesheet file is synced every 60 minutes. You will need to save the Hour Timesheet password in the Web Connector as well.

Once the data has been imported to your QuickBooks Desktop file, you will receive an email confirmation message containing the a summary of the information in the export file

Watch Video

For troubleshooting issues visit Reasons Why Timesheet Data Fails to Export

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