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Exporting Timesheet Data to QuickBooks Desktop
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: You will need to open the web connector file and run (click update selected) the web connector 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.
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
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
For troubleshooting issues visit Reasons Why Timesheet Data Fails to Export
Where to Find Exported Timesheet Data in QuickBooks Desktop
When you export employee timesheet data from Hour Timesheet into QuickBooks Desktop, the information is stored in multiple areas of QuickBooks. This ensures that both payroll and job costing workflows can use the data seamlessly. Here’s a guide to help you locate the entries:
Option 1. Weekly Timesheet Window
Navigate to Employees > Enter Time > Use Weekly Timesheet.
Here you’ll see each employee’s time entries by day, including hours worked, customer/job assignments, and payroll items.
This is the most direct view of the imported timesheet data.
Option 2. Employee Center
Go to Employees > Employee Center.
Select an employee, then open the Payroll Info tab.
If “Use time data to create paychecks” is enabled, the imported hours will flow into payroll calculations automatically.
This ensures that exported time entries are ready for paycheck generation.
Option 3. Customer/Job Records (Billable Time)
If time entries were marked as Billable, they appear under the associated Customer:Job record.
Navigate to Customers > Customer Center, select the customer/job, and review the Transactions or Time/Expenses tab.
These entries can be pulled into invoices using the “Add Time/Costs” function.
Option 4. Payroll Processing
When running payroll, QuickBooks uses the imported timesheet data to calculate wages.
Hours are matched to payroll items (e.g., Regular Pay, Overtime) defined in QuickBooks.
This ensures compliance with wage structures and reduces manual entry.
Option 5. Reports
You can also view exported timesheet data in reports:
Payroll Summary Report – shows hours worked and wages calculated.
Time by Job Report – useful for job costing and project tracking.
Employee Time Detail Report – lists individual time entries for audit purposes.
Key Notes
Admins must enable “Use time data to create paychecks” in Payroll Preferences for timesheet data to flow into payroll.
Mapping matters: During export, ensure payroll items and customer/job fields are correctly mapped so data appears in the right place.
Billable vs. Non-Billable: Billable entries show up in customer records, while non-billable entries remain tied to payroll only.
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: You will need to open the web connector file and run (click update selected) the web connector 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.
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
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
For troubleshooting issues visit Reasons Why Timesheet Data Fails to Export
Where to Find Exported Timesheet Data in QuickBooks Desktop
When you export employee timesheet data from Hour Timesheet into QuickBooks Desktop, the information is stored in multiple areas of QuickBooks. This ensures that both payroll and job costing workflows can use the data seamlessly. Here’s a guide to help you locate the entries:
Option 1. Weekly Timesheet Window
Navigate to Employees > Enter Time > Use Weekly Timesheet.
Here you’ll see each employee’s time entries by day, including hours worked, customer/job assignments, and payroll items.
This is the most direct view of the imported timesheet data.
Option 2. Employee Center
Go to Employees > Employee Center.
Select an employee, then open the Payroll Info tab.
If “Use time data to create paychecks” is enabled, the imported hours will flow into payroll calculations automatically.
This ensures that exported time entries are ready for paycheck generation.
Option 3. Customer/Job Records (Billable Time)
If time entries were marked as Billable, they appear under the associated Customer:Job record.
Navigate to Customers > Customer Center, select the customer/job, and review the Transactions or Time/Expenses tab.
These entries can be pulled into invoices using the “Add Time/Costs” function.
Option 4. Payroll Processing
When running payroll, QuickBooks uses the imported timesheet data to calculate wages.
Hours are matched to payroll items (e.g., Regular Pay, Overtime) defined in QuickBooks.
This ensures compliance with wage structures and reduces manual entry.
Option 5. Reports
You can also view exported timesheet data in reports:
Payroll Summary Report – shows hours worked and wages calculated.
Time by Job Report – useful for job costing and project tracking.
Employee Time Detail Report – lists individual time entries for audit purposes.
Key Notes
Admins must enable “Use time data to create paychecks” in Payroll Preferences for timesheet data to flow into payroll.
Mapping matters: During export, ensure payroll items and customer/job fields are correctly mapped so data appears in the right place.
Billable vs. Non-Billable: Billable entries show up in customer records, while non-billable entries remain tied to payroll only.
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: You will need to open the web connector file and run (click update selected) the web connector 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.
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
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
For troubleshooting issues visit Reasons Why Timesheet Data Fails to Export
Where to Find Exported Timesheet Data in QuickBooks Desktop
When you export employee timesheet data from Hour Timesheet into QuickBooks Desktop, the information is stored in multiple areas of QuickBooks. This ensures that both payroll and job costing workflows can use the data seamlessly. Here’s a guide to help you locate the entries:
Option 1. Weekly Timesheet Window
Navigate to Employees > Enter Time > Use Weekly Timesheet.
Here you’ll see each employee’s time entries by day, including hours worked, customer/job assignments, and payroll items.
This is the most direct view of the imported timesheet data.
Option 2. Employee Center
Go to Employees > Employee Center.
Select an employee, then open the Payroll Info tab.
If “Use time data to create paychecks” is enabled, the imported hours will flow into payroll calculations automatically.
This ensures that exported time entries are ready for paycheck generation.
Option 3. Customer/Job Records (Billable Time)
If time entries were marked as Billable, they appear under the associated Customer:Job record.
Navigate to Customers > Customer Center, select the customer/job, and review the Transactions or Time/Expenses tab.
These entries can be pulled into invoices using the “Add Time/Costs” function.
Option 4. Payroll Processing
When running payroll, QuickBooks uses the imported timesheet data to calculate wages.
Hours are matched to payroll items (e.g., Regular Pay, Overtime) defined in QuickBooks.
This ensures compliance with wage structures and reduces manual entry.
Option 5. Reports
You can also view exported timesheet data in reports:
Payroll Summary Report – shows hours worked and wages calculated.
Time by Job Report – useful for job costing and project tracking.
Employee Time Detail Report – lists individual time entries for audit purposes.
Key Notes
Admins must enable “Use time data to create paychecks” in Payroll Preferences for timesheet data to flow into payroll.
Mapping matters: During export, ensure payroll items and customer/job fields are correctly mapped so data appears in the right place.
Billable vs. Non-Billable: Billable entries show up in customer records, while non-billable entries remain tied to payroll only.
