QuickBooks Online Integration

Overview

OnTheClock is pleased to offer direct integration with QuickBooks Online. This integration streamlines your payroll process and allows you to sync your employees’ hours across platforms.

Quickbooks Online Version Compatibility

OnTheClock can integrate with QuickBooks Online subscriptions Essentials, Plus, or Advanced, these versions offer time tracking capabilities.

The payroll service subscription does not matter for OnTheClock, you can have Core, Premium, or Elite paired with Essentials or higher QuickBooks online subscription plans. 

Limitations

We do not send the following items over to QuickBooks Online:

• Contractor hours
• Job & costing information
• Departments
• Overtime
• Paid Time Off
• Salaried Employees

Setup

Connect to QuickBooks Online

1. Step 1: Log in as an administrator via browser.
2. Step 2: Navigate to “Settings,” then “Time Clock Settings.”
3. Step 3: Click on the “Payroll Providers” tab.
4. Step 4: Click the “Connect QuickBooks” button.
5. Step 5: Complete the authorization process.

That’s it! You’re now connected to QuickBooks Online.

What to Expect

Import Employees

Here’s how to import your employees from QuickBooks to OnTheClock:

1. Step 1: Log in to your OnTheClock account.
2. Step 2: Navigate to “Employees,” then “View Full Employee List.”
3. Step 3: Click “Add Employees.”
4. Step 4: Click “QuickBooks Import.”
5. 
6. Step 5: Check the names you’d like to import from QuickBooks to OnTheClock.
7. Step 6: Click “Import Selected.”

Note that, in order for the import to be successful, the employee’s ID must not include any special characters.

Import Customers

Here’s how to import your customers from QuickBooks to OnTheClock:

1. Step 1: Log in to your OnTheClock account.
2. Step 2: Navigate to “Settings,” then “Job and Project Costing Setup.”
3. Step 3: Click “QuickBooks Customer Import.”
4. 
5. Step 4: Check the names you’d like to import from QuickBooks to OnTheClock.
6. Step 5: Click “Import Selected.”

Sending your Time Cards to QuickBooks Online

1. Step 1: Click on “Time Cards” at the top of the screen.
2. Step 2: Select the “Pay Period” to export.
3. Step 3: Click the “Send to QuickBooks” button near the upper right of the screen.
4. Step 4: Once exported successfully, you will receive a confirmation message from OnTheClock.

Review Hours in QuickBooks Online

1. Step 1: Go to “reports” on the sidebar.
2. Step 2: Type “Time” in the search bar.
3. Step 3: Click on “Time activities by employee detail.”
4. Step 4: Note: You must have payroll services enabled to view this report in QuickBooks Online.
5. Step 5: Make sure the date range matches the pay period sent from OTC.
6. Step 6: Click “Run Report.”
7. Step 7: You should see your hours listed, and it should say “Imported from OnTheClock.”
8. Step 8: We only send over the TOTAL hours; you will need to break out Paid Time Off and Overtime manually.