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Setting Up the QuickBooks Desktop Integration

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Overview

When I Work integrates with QuickBooks Desktop to make managing employees and exporting payroll painless. The integration allows you to:

  • Sync employee names
  • Send timesheets from When I Work to QuickBooks Desktop
  • Include When I Work job sites and positions in QuickBooks timesheets as customer jobs and service types
  • Send PTO, holiday, and sick time from When I Work to QuickBooks Desktop
Closed Beta

The QuickBooks Desktop integration is currently in closed beta and available to select customers only.

When I Work also integrates with QuickBooks Online.

Requirements

To integrate your When I Work account with QuickBooks Desktop, your computer must have:

  • Windows 7, Windows 8, or Windows 10
  • QuickBooks Desktop 2006 or later (US version)

Things to know before you begin

  • You must have manager or account holder privileges in When I Work to set up this integration.
  • This article contains instructions for QuickBooks Desktop 2015. If you’re using an older version of QuickBooks Desktop, the process to set up the integration may differ. Contact Intuit for assistance.
  • For When I Work to communicate with QuickBooks desktop:
    • The computer that has QuickBooks Desktop installed must be powered on and connected to the Internet.
    • Your company file must be open in QuickBooks Desktop.
    • The CE QuickBooks Connector utility must be running.

Things to do before you begin

Step 1: Prepare your computer for the integration

When I Work uses a utility called Ground2Cloud to communicate with the QuickBooks Desktop application installed on your computer.

Step A: Install Ground2Cloud

Ground2Cloud will install itself, QuickBooks SDK, QuickBooks Remote Data Sharing Client, and QuickBooks Remote Data Sharing Server.

From the computer that has QuickBooks Desktop installed:

  1. Start the QuickBooks Desktop application.
  2. Download the Ground2Cloud utility.
  3. When the download is finished, double-click the file to install Ground2Cloud on your computer.
  4. Follow the prompts to complete installation. When an individual component is installed, click Finish to install the next one.

When QuickBooks Desktop returns to the foreground, Ground2Cloud installation is complete.

Step B: Authorize Ground2Cloud in QuickBooks Desktop

  1. In the QuickBooks – Application with No Certificate window, click Yes, always; allow access even if QuickBooks is not running.QuickBooks - Application with No Certificate window
  2. Click Continue.
    A confirmation prompt appears.Confirm to Proceed popup
  3. Click Yes.
    A second confirmation prompt appears.Access Confirmation window
  4. Click Done.
    The CE Quickbooks Connector utility starts.Cloud Elements Quickbook Connector application

    • If you don’t see CE Quickbooks Connector, it might have opened behind another application. Click its taskbar icon to view it. Cloud Elements Quickbook Connector taskbar icon
    • If CE Quickbooks Connector isn’t running, select CE Connector from the Start menu (Windows 7, Windows 10) or Start screen (Windows 8).
  5. In the CE Quickbooks Connector utility, click Authorize.Authorize button
  6. In the AppAuthorization window, click Ok.AppAuthorization window
  7. In the CE Quickbooks Connector utility, copy the link under Registrations.
    You’ll need this link later in the setup process.Registrations link

Step 2: Enable the integration in When I Work

  1. Make sure your company file is open in QuickBooks Desktop.
  2. Make sure the CE QuickBooks Connector utility is open. If it isn’t running, start CE Connector from the Start menu (Windows 7, Windows 10) or Start screen (Windows 8).
  3. From your computer, use a supported web browser to sign in to When I Work on the web.
  4. In the top-right corner of the screen, hover your pointer over Gear menu and select Integrations.
  5. Click See all integrations.
  6. Under Intuit QuickBooks, click Learn more.
  7. Near the top right corner of the page, click Configure.Configure button for QuickBooks DesktopConfigure QuickBooks Desktop appears.Configure QuickBooks Desktop dialog
  8. In Authorized App Name, type CloudElements.
  9. In Registration URL, paste the registration link that you copied out of the CE Quickbooks Connector utility.
  10. Click Save.
    • If you see the QuickBooks Desktop – Manage page, you’re good to go! Continue to the next step.
    • If you see an error, check out our troubleshooting article.

Step 3: Set up employee sync

The integration syncs employees from When I Work to QuickBooks Desktop and vice versa. On the Employees tab, review the employees list to make sure each employee has a match.

Employees tab

Employees are grouped based on their status in When I Work and QuickBooks Desktop:

  • Not Matched: Employees that exist in When I Work or QuickBooks Desktop and don’t yet have a match in the other system.
  • Matched: Employees that have been matched between When I Work and QuickBooks Desktop.
  • Ignored: Employees that exist in either When I Work or QuickBooks Desktop and will not be added to the other system.

Step A: Review employees with no match

Under Not Matched, review each employee and take the appropriate action.

Unmatched employees

  1. If an employee exists in When I Work and needs to be added to QuickBooks Desktop, click Add in the QuickBooks column.
    If you add a When I Work employee to QuickBooks Desktop, use QuickBooks Desktop to add payroll items (also called earnings codes) to that employee before you export payroll.
  2. If an employe exists in QuickBooks Desktop and needs to be added to When I Work:
    1. Click See Suggested Names to see a list of employees in When I Work that don’t have a match in QuickBooks Desktop.
    2. If you see a match for the employee, click his or her name.
    3. If you don’t see a match for the employee, click Add in the When I Work column.
  3. If an employee exists in When I Work or QuickBooks Desktop and should not be added to the other system, click Ignore.

Step B: Review matched employees

Under Matched, review the list of employees that exist in both When I Work and QuickBooks Desktop.

Matched employees

  1. If you need to modify the match for an employee, click See Suggested Names, then select the correct employee from the list.
  2. If you want to exclude an employee from When I Work or QuickBooks Desktop, click Ignore.

Step C: Review ignored employees

Under Ignored, review the list of employees that will not be synced between When I Work and QuickBooks Desktop.

Ignored employees

If you need to sync one of the employees that is currently ignored:

  1. Click See Suggested Names.
  2. Select the correct employee from the list.

Step 4: Map payroll types to QuickBooks payroll items

On the Payroll Items tab, match When I Work payroll types to QuickBooks payroll items. This ensures that coded time in your employees’ time sheets is correctly transferred to QuickBooks.

If you don’t use one of the When I Work payroll types, just leave it blank.

Payroll Items tab

When you’re finished, click Save in the upper-right corner of the page.

Step 5: Map positions to QuickBooks service items

On the Service Items tab, match When I Work positions to QuickBooks service items. This ensures that your employees’ hours are categorized by position in QuickBooks.

If you don’t want to categorize employees’ hours based on the position, just leave the fields blank.

QuickBooks Desktop Service Items tab

When you’re finished, click Save in the upper-right corner of the page.

Step 6: Map job sites to QuickBooks customer jobs

On the Customer Jobs tab, match When I Work job sites to QuickBooks customer jobs. This ensures that your employees’ time sheets show the customer jobs they’ve been working on.

If you don’t want to categorize employees’ hours based on job site, just leave the fields blank.

Customer Jobs tab

When you’re finished, click Save in the upper-right corner of the page.

Next steps

Now that the integration is set up, you can send employees’ time sheets to QuickBooks Desktop when you finalize and export payroll.

Before You Export Payroll

Before you export payroll to QuickBooks Desktop, make sure that your computer is turned on and connected to the Internet, QuickBooks Desktop is running with your company file open, and the CE Connector utility is running.

Updated on April 21, 2017

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