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Connecting to QuickBooks Online

Sync clients, invoices, and payments between Time Tracker Billing and QuickBooks

QuickBooks Online is the accounting integration available on Time Tracker Billing. Once connected, your billing work flows into your accounts without re-keying.

Connecting

  1. Go to Settings and open the QuickBooks Online tab.
  2. Click Integrate with QuickBooks Online.
  3. Sign in to QuickBooks and authorise the connection.
  4. Map your fields when prompted — this is where you tell each system which record corresponds to which.

What syncs, and which way

QuickBooks Online Field Mapping

The full field map, with arrows showing the direction each record type travels.

Time Tracker Billing
QuickBooks Online
Direction
Client
Customer
Both ways
Project
Sub-Customer
Both ways
Service Item
Item List
Both ways
Expense Type
Item List
Both ways
Time Entries
Time Charge
To QuickBooks
Expense Entries
Expense Transactions
To QuickBooks
Invoices
Invoices
To QuickBooks
Payments
Payments
To QuickBooks
Credit Adjustment
Credit Memo
To QuickBooks
Debit Adjustments
Invoices
To QuickBooks
Finance Charges
Invoices
To QuickBooks
Client Refund
Check
To QuickBooks
Classes
Classes
From QuickBooks
Locations
Locations
From QuickBooks
Bank Accounts
Accounts
From QuickBooks
Discount
Discount Item
From QuickBooks
Labor Tax
Sales Tax Item
From QuickBooks
Expense Tax
Sales Tax Item
From QuickBooks
Users
Employees
Both ways
Vendors
Vendors
Both ways

Reading the directions

  • Both ways — records stay matched in either system
  • To QuickBooks — the work you do in Time Tracker Billing flows into your accounts
  • From QuickBooks — your accounting structure, such as tax items and bank accounts, is pulled in so Time Tracker Billing uses the same definitions
Important: Tidy up duplicate and near-duplicate client names before you connect. "Acme Corp" in one system and "Acme Corporation" in the other will not match, and you will end up with two customers in QuickBooks.

If the connection stops working

Authorisation tokens expire periodically. If records stop syncing, reconnect from the QuickBooks Online tab. It is also worth checking your field mapping — anything created after the initial setup may not be mapped yet.