TSheets Close Up: QuickBooks Tips, Tricks and FAQs


Are you currently using the TSheets and QuickBooks Integration? Looking for a few tips to make your life a little easier? Of course you are! Read on for all sorts of fun tips, tricks and FAQs :)

Time Tracking Integration with QuickBooks

Make changes in QB, not in TSheets.

If you need to make an adjustment to a customer name, or add a project or employee, make sure that you add all of this in QuickBooks first. Once it’s added in QuickBooks you will want to sync or import (depending on your version) and that new data will immediately be brought over to TSheets.

Set overtime up before you do payroll item mapping.

Once you import all of your initial information into TSheets you’ll have the option to assign Payroll Items (for desktop QuickBooks versions) which means you’ll first want to assign overtime settings. To do this, click on Company Settings, then under the Advanced tab, select the “Overtime” option. Here you can set up your overtime rules and then save your changes. Now click on the green QuickBooks button in the top right hand corner of your screen and select the Preferences option. In this preferences window, click the Payroll Item Mapping Tool and you will be able to assign a corresponding payroll item for each type of hour. If you don’t set up your Overtime settings first, you’ll have to go back to the Payroll Item Mapping Tool and assign an overtime payroll item after you’ve already assigned all the others, and nobody likes to back-track, right?

Did you know that you can track time in TSheets to use for payroll and invoices?

That’s right, just make the “Billable yes/no” option available on your employee timesheet and any time entries tracked with a “Yes” billable option will also be instantly available to select the next time you create an invoice for that client. Don’t worry, even if time is marked as billable it will still show up in the employee’s weekly timesheet to be included on Paychecks.

Have you found your employee passwords?

Upon your initial import you’ll be emailed a Sync Report that will include your employee’s usernames and passwords. Don’t worry, this information wasn’t yet sent to your employees, you can do that when you’re all ready to have them get started. By default they’re assigned an four digit code to be their password, but at their first web log in they’ll be asked to create a new one.

Which version of the QuickBooks Integration is best for me?

All of this depends on your workflow and version of QuickBooks.

If you are using QuickBooks Online, this means you will want to use our QuickBooks Online Integration, more technically known as our QuickBooks Intuit Anywhere integration.

If you’re using QuickBooks for Windows you have two options:

1. QuickBooks Online – It sounds counter-intuitive, but if you’re already using the Intuit Web Connector for other applications, then you can also add TSheets to this and keep all of your apps in one place. Alternatively, if you’re using a hosted version of QuickBooks for Windows or if you’ll need to access your QuickBooks account from multiple computers then this would be your best option.

2. QuickBooks Desktop Integration – This is best for individuals who have their QuickBooks Company File stored on the computer which they will always be using to sync TSheets and QuickBooks together.

I accidentally deleted a customer or employee in TSheets, how do I get them back?

Great news! Getting them back will be fast and easy :) All you’ll need to do is perform another sync (for the QuickBooks Desktop integration) or another import (for the QuickBooks Online integration.) This will automatically bring them back exactly as they were before.

Where do the timesheets go in QuickBooks?

Depending on your settings they will go to the employee’s weekly timesheet or they could also go to be included in an invoice for one of your customers.

By default the time is only sent to the weekly timesheet. You can find this by going to your Employee Center or your Employee List and then selecting the option to Enter Time. Here you have a choice to use the Weekly Timesheet, and you can navigate to the desired week to see all the time entries recorded for that employee.

If you also have your account set up for your employees to mark time as billable or not, then any time entry marked “Yes” for the billable option will also be visible in invoices. To view this time, simply go to the Customer under which the time was recorded and select the option to create a new invoice. Here, when you go to enter a new line item, you will see a pop up that says there are time entries recorded against this customer and you will be guided through selecting the ones you want to include on the invoice.

I have specific questions to see if TSheets will work for my QuickBooks workflow, who do I contact?

Our awesome support team, of course :) Just use our Contact Us form to send a message straight to our support team and we’ll gladly help you get everything running smoothly.

I would like to do some additional reading about the QuickBooks Integration options, where can I find more information?

Click here to get an overview of our time tracking options for QuickBooks. Plus, you can find all the detail and documentation we have about our integration on our help desk! This can be found by using the navigation bar at the top of this page, or you can just go straight to help.tsheets.com for assistance.

I am a huge fan of the TSheets and QuickBooks integration, how can I show my love?

The best way to let people know you are a die hard TSheets/QuickBooks fan is by leaving us a review in the Intuit App Center. Simply click the Write a Review option and you can let the whole world know that we are 5-star worthy. And thanks, we appreciate you and your time!


  1. Rick Jones says:

    Great Tips and tricks about QuickBooks….It really Helped, Keep it up!

    Rick Jones
    Cloud Comupting Expert
    for Quickbook Hosting (888) 408-6044
    URL http://www.myrealdata.com/quickbooks-hosting.html


  2. Esther says:

    Dear Sir,

    May I ask a question:
    I want to set up the “Price Level”
    People tell me the following:
    you can add a price level in QuickBooks by selecting lists/Price Level list and then hitting Ctrl+N to create a new price level list. This will bring up a box that will allow you to manipulate the sales prices of all the items you sell”.

    When I wanted to add the price on the item, I face a problem:
    I don’t know why, I cannot find the item which I want to add the price level.
    Means the box show the items are not all my items, it is only some of the items.

    Could you please tell me what next I have to do?
    So that I can see all the item in the box?

    Thanks & Regards


    Victoria Reply:

    @Esther, Since I’m unfortunately not a QuickBooks support agent, I’m not entirely sure why this is happening, but I’m willing to give it my best try :)

    First, when viewing your items list, are you looking at any filters? Or do you have it set to show “all items”? There is a possibility that it’s only showing a certain type of your items.

    Next, do you have any items listed as sub-items and might need to fully expand out your list to see all of the available options?

    And my last guess would be to try to add the item you want to adjust as a new item. If it already exists I believe a pop-up would come up letting you know that there is already an item with that name and hopefully tell you where to find it. If nothing else, it would at least confirm that it still exists and hasn’t disappeared.

    If that doesn’t help you out, I would suggest posting this question on the Intuit Support Forum to see if somebody a little more knowledgeable in QuickBooks will be able to help you out.

    Good luck!


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