Use this guide to prepare QuickBooks Desktop to receive timesheet data exported from WorkEasy Software. You will verify payroll items, enable time tracking, and import an IIF file so employee time maps correctly for payroll processing.
Before you begin
Confirm employee names match exactly in WorkEasy Software and QuickBooks Desktop, including commas.
Employee names are case sensitive. Formatting, spacing, and capitalization must match exactly.
Confirm payroll item names in QuickBooks match the names assigned in WorkEasy Software.
Single-user mode is required to change company preferences. Only the Admin user can complete those steps.
Verify payroll items for an employee
Open QuickBooks Desktop.
In the top menu, select Employees and then select Employee Center.
In the employee list, double-click an employee to open the Edit Employee window.
Select Payroll Info.
In the Earnings section, review the Payroll Items and note the item names.
Confirm the Payroll Item names match exactly with the names assigned in WorkEasy Software.
Enable time tracking and paycheck creation from time data
In the Edit Employee window, enable Use time data to create paychecks.
In the top menu, select Edit and then select Preferences.
In the left panel, scroll down and select Time & Expenses.
Select the Company Preferences tab.
Under Time Tracking, for Do you track time?, select Yes.
Optional. Clear Mark all expenses as billable unless these hours will be billed to a customer.
Select OK to save the changes.
If you see a warning that QuickBooks must close all open windows to change this preference, select OK, close open windows, and repeat the step if needed.
If you see a message that this is not allowed in multi-user mode, switch to single-user mode and try again. Only admins can change company preferences.
Import the IIF file
In the top menu, select File.
Select Utilities and then select Import.
Select IIF Files.
Browse to the IIF file exported from WorkEasy Software and complete the import.
When prompted, select Import or Import it for me, I’ll fix it later.
Verify the imported timesheet data
In the top menu, select Employees.
Select Enter Time and then select Use Weekly Timesheet or Time/Enter Single Activity.
Confirm the imported timesheet information appears as expected.
