WorkEasy Software integrates directly with QuickBooks Online (QBO) to simplify employee management and payroll processing. This guide walks you through connecting your QBO account, syncing employees, and mapping time codes so you can confidently send hours.
Prerequisites
Before getting started, ensure the following:
You have a QBO Plus account.
Payroll is enabled in your QBO account.
You have administrator access in both WorkEasy Software and QBO.
Step 1: Connect your QBO account
Go to Settings > Integration > QuickBooks Online.
Click Connect to QuickBooks.
Sign in with your QuickBooks credentials and follow the prompts.
From the list of connected accounts, click Complete Setup.
Configure Employee Data Mapping and Service Items by following the prompts to map employees and assign service items.
Click Save.
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 (e.g., biweekly)
Location/Group: Choose the applicable default (required 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:
WorkEasy Code | Suggested QuickBooks Item |
|---|---|
Worked hours | Regular |
Overtime | Overtime |
Vacation | Vacation |
Sick | Sick |
Holiday | Holiday |
Use the dropdowns to link each time code to its equivalent.
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 QBO, ensure that you manually sync employees in WorkEasy to update with the latest data. New hires entered in QBO do not sync automatically.
If any employee is missing an ID or hire date in QBO, those fields must be filled in before syncing.
Step 4: Send hours to QBO
Go to the Timesheets section in WorkEasy.
Select the appropriate pay period.
Use the dropdown to choose Send Hours to QuickBooks Online.
If connected to multiple accounts, select the correct one.
Click Send.
Step 5: Assign pay items in QBO (one-time setup)
In QBO:
Navigate to Weekly Timesheets.
Review the synced time entries.
If the Select Pay Item dropdown is missing:
Confirm the employee is enabled for payroll.
Ensure pay rates and items are configured.
Use the dropdowns to assign pay items (e.g., Regular, Overtime).
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.
You're all set!
Going forward, WorkEasy will automatically match and send your employee hours to the correct QuickBooks pay items. No manual entry needed. This integration helps ensure payroll accuracy and reduces duplicate work.
Good to know!
The QuickBooks Online (QBO) setup wizard now displays WorkEasy Time Codes in a fixed order for better organization.
Troubleshooting tips
Clear your browser cache if recent changes don’t appear correctly.
Verify that all time codes are accurately mapped to the corresponding items.
For Admins
You can now bulk-sync employees using these options:
✔ Set all as new employees: Adds all listed employees as new entries.
✔ Find match by Employee ID: Matches employees based on their Employee ID.
Important!
Selecting Set all as new employees will override manually linked employees not previously synced.
Users with PIN-based logins should review keypad settings if multiple QBO accounts are connected.
Need help?
If you have any questions or run into setup issues, our Support Team is happy to assist. Just submit a ticket or email us directly at [email protected].