Sync with QuickBooks Online

This guide explains which objects sync with QuickBooks Online.

It also covers how to log in to HoursLogger using QuickBooks, how to sync invoices, and how to sync time cards.

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Sync with QuickBooks Online

HoursLogger allows you to sync certain objects with QuickBooks Online. You cannot sync HoursLogger with QuickBooks Desktop or QuickBooks Self-Employed.

Your QuickBooks customers, services, and income accounts are all synced the first time you connect HoursLogger with QuickBooks. After you save time cards or create an invoice, those objects can also be synced with QuickBooks Online.

There are two main ways people use HoursLogger to sync with QuickBooks. Most users save their times in HoursLogger, create an invoice in HoursLogger using those times, and then sync that invoice to QuickBooks. The alternative method is to save times in HoursLogger, sync the times with QuickBooks, and then generate the invoice in QuickBooks using the times that were synced.

Note: You need a QuickBooks Online Essentials plan or better if you intend to sync your times with QuickBooks. Only a Simple Start plan is required to sync invoices. See QuickBooks Online for more details.


Which Objects Sync with QuickBooks

Customers - Your QuickBooks Online customers are synced with HoursLogger the first time you connect your account. 

If you create a new customer in HoursLogger, it is created in QuickBooks the next time you sync a time or invoice for that customer.


Services - Your QuickBooks Online services are also synced with HoursLogger the first time you connect your account. 

If you create a new service in HoursLogger, it is created in QuickBooks the next time you sync a time or invoice with that service.


Time Cards - Your existing QuickBooks Online time activities are not imported to HoursLogger. When a time card syncs with QuickBooks, it maps the time card information in HoursLogger to a time activity in QuickBooks Online. If the time card has already been synced, it will re-sync with the same time activity and update the fields that were changed.


Invoices - Your existing QuickBooks Online time activities are not imported to HoursLogger. When an invoice syncs with QuickBooks, it maps the invoice information and line items in HoursLogger to an invoice in QuickBooks Online. If the invoice has already been synced, it will re-sync with the same invoice and update the fields that were changed.


Users - Only the user account that was used to connect QuickBooks with HoursLogger is imported when you first connect. Other users need to be invited to HoursLogger before they can start tracking time. Users in HoursLogger are matched with users in QuickBooks Online based on their first name, last name, and email. This means you'll want your users in HoursLogger to have the same first name, last name, and email as their account in QuickBooks Online. If a time is created and synced for a user that doesn't exist in QuickBooks Online, HoursLogger will create the user for you and will show up as an employee in your QuickBooks Online account.


Income Accounts - Your QuickBooks Online income accounts are synced with HoursLogger the first time you connect your account. This is done so new services can be mapped to a QuickBooks income account when they are created. You can change which income account is used when syncing by changing the "QuickBooks Income Account Name" field in your account settings.



Logging in with QuickBooks

There are multiple ways you can connect your QuickBooks Online account with HoursLogger and/or sign in using your Intuit account.

Login from HoursLogger login page using "Sign in with Intuit".

Login from QuickBooks App Store.

Login from your QuickBooks Online account.

Login to HoursLogger normally and "Connect with QuickBooks".



Syncing Invoices

Syncing invoices is the preferred way to sync HoursLogger with QuickBooks Online. 

Save all your times in HoursLogger, then create an invoice using those times. 

Once is the invoice is ready, click the "Sync with QuickBooks" button. 


The invoice will show up in your sales and is ready to send to your customer.



Syncing Times

Syncing time cards is the alternative to syncing your invoices with HoursLogger.

Save all your times in HoursLogger. When you are ready, select those times in the "Timesheet" page and click "Sync with QuickBooks".

All users, customers, and services will be created on the fly if they don't already exist in QuickBooks Online.

The times will show up in your "Weekly Timesheets" in QuickBooks Online.

Once the times are in your QuickBooks account, you can use them to create invoices.

  


How to Re-Sync Objects

Customers, services, and income accounts can be re-synced with QuickBooks by disconnecting and reconnecting.

There are also buttons in the customers page, edit invoice page, and timesheet page to re-sync the object(s) you want.



Disconnecting from QuickBooks

You can disconnect from QuickBooks Online by going to your settings and clicking the "Disconnect from QuickBooks" button.



What If the Sync Fails

Most of the time, syncing with QuickBooks Online will work seamlessly. However, once in a while things can go wrong for various reasons.

The most common reason syncing fails is due to authorization issues. If a sync fails, try disconnecting from QuickBooks. Re-connect your QuickBooks account and try the sync again.

Another common reason syncing fails is not having the correct account type needed to sync your times with QuickBooks Online. You must have a QuickBooks Online Essentials plan or better if you intend to sync your times with QuickBooks. Only a Simple Start plan is required to sync invoices. This is driven by Intuit not HoursLogger. See QuickBooks Online for more details.

If you are sure the reasons above are not why the sync is failing, reach out to support@hourslogger.com and a real person will help you figure out what is going on.