QuickBooks Online Integration

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Overview

When I Work integrates with QuickBooks Online to make managing employees and exporting payroll painless. The integration allows you to sync employee names and send employees’ hours to QuickBooks Online. Prior to exporting this information, you will need to close out and finalize your pay period.

Things to know before you begin

  • When I Work integrates with Quickbooks Online Plus with Payroll.
    • Other QuickBooks Online plans are not compatible.
    • QuickBooks Online accounts that use the PaySuite payroll integration (United Kingdom only) are also not compatible.
  • The integration is currently supported in the United States, India, Canada and Australia.
  • All hours from your employees’ timesheets are transferred to QuickBooks Online as regular hours. If an employee has any time off, holiday time, sick time, or overtime in a pay period, you must manually adjust the employee’s hours in QuickBooks Online after you export payroll from When I Work.
  • When I Work positions and locations will not be transferred over due to limitations in the API(s). Please contact QuickBooks Support for additional details.
  • The integration currently does not support Contractors in QuickBooks Online. Please contact QuickBooks Support for additional details.
  • The integration does not support exporting multiple pay rates at this time.

Things to do before you begin

  • Make sure all employees in When I Work are also in your QuickBooks Online account and vice versa. The on-screen prompt when you configure the integration will show you how to ensure this is matched properly.
  • Make sure all employees listed in your QuickBooks Online account have complete profiles. If an individual user has not been completely set up in QuickBooks Online, their hours will not be transferred.
  • Make sure When I Work Time Clock & Attendance is activated for your account.

Set up the Quickbooks Online Integration

If you already have a When I Work account and want to integrate with your QuickBooks Online account, follow these steps:

  1. From your computer, use a supported web browser to sign in to When I Work on the web.
  2. In the top-right corner of the screen, hover your pointer over Gear menu and select Integrations.
  3. Click See all integrations.
  4. Under QuickBooks Online, click Learn more.
  5. On the right side of the page, click Enable.
  6. Authorize When I Work to acess your QuickBooks Online account.
    • If you are already logged into your QuickBooks Online account, you are prompted Authorize right away.
    • If you’re not logged in, sign to your QuickBooks Online account, then click Authorize.
  7. After you’ve completed authorization, click Configure.Configure button
  8. Review and resolve user conflicts between When I Work and QuickBooks online. For each QuickBooks user on the left, select a matching When I Work user on the right. If there is no matching user in When I Work, click No? Add New to add the user or click Ignore to leave the user in Quickbooks only.Configure Quick Books modal
  9. When you’re finished, click Close.

Next steps

Once you have QuickBooks Online connected and configured, you can finalize and export payroll to QuickBooks Online.

Updated on May 26, 2017

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