Set up QuickBooks Online Integration

Before you begin, make sure your QuickBooks Online account is properly configured. The following are required:

General requirements

• A QuickBooks Online plan (Essentials, Plus, or Advanced)

• If using payroll features, a QuickBooks Online Payroll subscription (Core, Premium, or Elite)

• Administrator access in both WorkEasy Software and QuickBooks Online

Account setup checklist

• Active licenses and subscriptions

• Payroll enabled in your QuickBooks Online account

Note: See Data flow and system of record below to understand how employee data is synced between QuickBooks and WorkEasy.

1. Confirm user access

1. Go to Gear > Manage Users.

2. Confirm that your user is listed as the Primary admin.

2. Check time settings

1. Navigate to Gear > Account & Settings > Time.

2. Ensure Show Service Field is On and Allow time to be billable is Off unless you use that field.

3. Adjust advanced settings

1. Go to Gear > Account & Settings > Advanced.

2. Turn off any unused tracking options:    

   • Track Classes

   • Track Location

   • Track Projects

4. Verify employee pay configuration

1. In the left nav, select Payroll > Employees.

2. Choose an employee record.

3. Scroll to Base pay > Additional pay types.

4. Confirm each employee has a base pay rate and any required additional pay types.

Step 1: Connect your QuickBooks Online account

1. Go to Settings > Integration > QuickBooks Online > App Overview.

2. Click Add Company.
   

3. Click Add Company > Connect to QuickBooks.
    

4. Sign in with your QuickBooks credentials and follow the prompts.
    

5. Click Connect.
   

6. From the list of connected accounts, click Complete Setup.
    

7. Configure Employee Data Mapping and Service Items by following the prompts to map employees and assign service items.

8. Click Save.
   
   The QuickBooks Service Items start with EWF.  

Step 2: Complete the initial setup

Once connected, you’ll be prompted to complete two essential setup steps:

2.1 Employee data mapping

Define default values for employees imported from QuickBooks:

• Employment type: Regular, full-time (recommended)

• Pay period: Select the appropriate schedule, for example, biweekly

• Location/Group: Choose the applicable default if configured

Tip: These settings apply only during the initial sync. You can later adjust employee profiles individually in WorkEasy.

Match WorkEasy time codes to QuickBooks service items:

Use the dropdowns to link each time code to its equivalent, then click Save to complete the setup.

Step 3: Sync employees

In the Synchronize tab, you can:

• Link existing employees between QuickBooks and WorkEasy.

• Create new employees in WorkEasy based on QuickBooks records.

You can also use bulk options to:

• Automatically match employees by ID.

• Select all as new to quickly import multiple users.

Once selections are made, click Save and Sync.

Important!

• When adding new hires in QuickBooks Online, ensure that you manually sync employees in WorkEasy to update with the latest data. New hires entered in QuickBooks Online do not sync automatically.

• If any employee is missing an ID or hire date in QuickBooks Online, those fields must be filled in before syncing.

Data flow and system of record

At this time, QuickBooks Online is the system of record. When you sync employees, QuickBooks data overrides any employee information stored in WorkEasy. If QuickBooks is missing a value, the corresponding field in WorkEasy is still overwritten, including personal information fields.

The integration currently pulls these employee fields from QuickBooks:

• First, middle, and last name

• Employee ID

• Preferred name (Display name)

• Hire date

• Date of birth

• Gender

• SSN (planned for a future enhancement)

• Address (planned for a future enhancement)

Recommendation: Because WorkEasy is not the system of record in this setup, maintain and update all employee information, including personal and employment details, directly in QuickBooks. Use WorkEasy to sync and process time.

Step 4: Send hours to QuickBooks Online

1. Go to Timesheets in WorkEasy.

2. Select the appropriate pay period.

3. Use the dropdown to choose Send Hours to QuickBooks Online.

4. If connected to multiple accounts, select the correct one.

5. Click Send.

Step 5: Assign pay items in QuickBooks Online (one-time setup)

In QuickBooks Online:

1. Go to Weekly Timesheets.

2. Review the synced time entries.

3. If the Select Pay Item dropdown is missing:

   1. Confirm the employee is enabled for payroll.

   2. Ensure pay rates and items are configured.

4. Use the dropdowns to assign pay items (e.g., Regular, Overtime).

5. Click Save.
   

Tip: Once pay items are mapped, go back to WorkEasy > Integration > QuickBooks Online > Synchronize > Sync Pay Items to link the service items to the assigned pay items. This allows the system to remember your choices for future timesheets.