Send reviewed time.
Verify it in QuickBooks.

Understand the scope

This connection sends approved time to QuickBooks Online as non-billable entries. It does not run payroll, transfer money or create accounting transactions. TakeUrTime's optional internal Payroll workspace can remain off.

Use an existing QuickBooks company and employee records. This workflow does not create employees, service items or accounts for you. It is available on every TakeUrTime plan; provider authorization and the setup requirements shown in the connection still apply.

Connect and confirm time settings

Open Company Settings → Integrations → QuickBooks.

1. Read the connection availability message, select the required company features and save them.
2. Connect QuickBooks and confirm the displayed company name and company identifier.
3. In QuickBooks reviewed time, select Load QuickBooks employees and service items.
4. Confirm the Recorded time zone. This must describe the existing recorded times; do not choose a different zone simply to change how a shift appears.
5. If your QuickBooks setup requires one, choose an Existing service item.
6. Confirm the time-zone and service-item selection, then select Save time settings.

No service item or account is created. An accepted entry keeps its original service item when its hours are corrected.

Verify existing employee matches

1. Under Match existing employees, select the TakeUrTime employee and the corresponding QuickBooks employee.
2. Compare the displayed full names. They must match.
3. If QuickBooks has an email address, it must match the TakeUrTime email. If it has no email, verify the QuickBooks employee ID carefully.
4. Confirm that both records identify the same person, including the QuickBooks ID.
5. Select Verify and save match and repeat for the employees you intend to send.

Legacy employee IDs are suggestions, not verified matches. Do not approve a match based only on an old identifier or a similar name.

Map payroll pay types only when available

The optional payroll pay-type workflow requires approved production access and authorization. Read the access message in the panel. If unavailable, use standard time only and leave the payroll pay-type feature disabled.

1. Select an employee in the matching section.
2. Select Load employee pay types.
3. Choose the TakeUrTime hours category and the corresponding QuickBooks compensation.
4. Verify that it is hours-based and matches the category and multiplier, then select Save pay-type mapping.

Do not select a bonus, commission or fixed salary payment. Existing leave-request types have separate mappings; the manual paid-leave category covers credits without a leave request. Leave balances are not sent by this workflow.

Prepare approved time and corrections

1. Resolve open shifts, approval issues and required reviews in TakeUrTime.
2. Choose First day and Last day in the QuickBooks panel. Use up to 32 completed days and include every entire shift.
3. Select up to 25 matched employees, then select Prepare time review.
4. Inspect every employee/source row, work date, category and proposed action.
5. Compare Source hours, Previous minutes, New minutes and Rounding before confirming.

Paid breaks are included once and unpaid breaks are deducted. Overnight entries use their actual calendar dates. Hours are rounded to whole minutes for each source and day, preserving that daily total across categories; the review shows the difference.

Queue the review and verify the destination

1. Resolve review issues and confirm that you checked all additions, updates and removals.
2. Confirm that the period has not been processed for payroll and that you will verify the entire batch.
3. Select Queue reviewed time.
4. Follow the records in Delivery history. Inspect individual outcomes; do not assume every row succeeded because one did.
5. Wait for the batch outcome, then compare employees, dates and minutes in QuickBooks before processing payroll there.

If the source, mapping or connection changes after review, follow the displayed issue and prepare a fresh review where required. Queuing is not the same as QuickBooks acceptance or payroll processing.

Handle previously sent time carefully

Corrections through the current connection

Correct the underlying TakeUrTime record, complete its required reviews and approvals, and prepare a new QuickBooks time review for the complete affected shift. Inspect the proposed updates or removals and the previous versus new minutes.

If the employee or pay-type match changed after delivery, resolve the existing QuickBooks record before remapping. If the remote record has been edited, inspect that change before proceeding; TakeUrTime checks for a changed provider record instead of silently overwriting it.

Legacy QuickBooks links

Old automatic clock-entry sync is retired. Existing legacy time IDs must be reconciled before affected shifts can be sent again. An administrator must verify the original record and confirm that clearing a legacy link cannot duplicate payroll.

Common questions