Exporting and Importing Time into QuickBooks®

DSPTCH supports importing time into QuickBooks via an export of Time Entries. In this article we will go over the required settings, setup and process for exporting time from DSPTCH and importing it into QuickBooks Time.

Required DSPTCH settings

For the Time Entries export to have the QuickBooks upload format, your company's Pay Period Configuration needs to have "QuickBooks" selected as the Payroll System.

Required QuickBooks settings

To be able to import time into QuickBooks, you will need at least a QuickBooks Time subscription.

Note that QuickBooks Payroll Includes Quickbooks Time.

You will also need to contact QuickBooks support to enable Punch Time Import.

Contacting QuickBooks support

To contact QuickBooks support, you can choose the "? Help" button at the top of the screen, search anything in the search bar for "Contact Us" to appear at the bottom, and click that to be taken to the option to live Chat or Call support.

In our experience, the Callback option is the fastest way to reach support and enable the Punch Time option.

Where to find Punch Time Import

Importing time is currently only available through classic QuickBooks Time, aka Tsheets.

To get to Tsheets, go to Time —> Overview —> Go to classic QuickBooks Time

How to get to QuickBooks Time Classic (Tsheets)

Once in Tsheets, you can find the "Punch Time Import" by clicking on the "Feature Add-ons" option on the left hand menu.

If you do not see a "Punch Time Import" option, you may need to contact support to have it enabled (see above)

Custom Fields and Configuration

QuickBooks import requires very precise values, and in our experience the options available on Time Entries can vary depending on when you signed up for QuickBooks.

All of the values in the export will be filled by either values in the time entry, job, user, or company settings. Each of the values corresponds to a value on the Time Entries in Tsheets.

username

The username value in the export from DSPTCH is set by a custom field on the User Company profile.

Specifically, it looks for a custom field value at the "Employment Details" model-type with the name "Quickbooks Online Username"

This may have already been setup by your onboarding specialist if it was known you are using QuickBooks. If not, check out our docs on how to create custom fields here or email help@dsptch.work for assistance.

The name must be "Quickbooks Online Username"

The value for the username in quickbooks can be found in the "Team Member Export". To see how to export this report, check out the screenshot below.

To get the team member export, click "Reports" --> "Exports" --> "Team Member Export"

The value in the User Name column is the value that needs to be put into the custom field. (NOT the ID column)

Once you know the correct QuickBooks User Name for the employee, edit the User Company profile and add the custom field.

in_time and out_time

These values come directly from the time entry - whether created manually via bulk entry, or imported, the values should inherently be there as they are required for creating a time entry.

tz

This value is configured by your Pay Period configs timezone.

jobcode

For Job Codes, DSPTCH assumes it matches the "Customer" field from Time Entries.

The value it pulls for the jobcode is based on a hierarchy:

External ID
Name
ID

It uses the first one which has a value. For example, in the picture below, it would assume that the jobcode value (aka Customer) is "DSPTCH DEMO JOB"

On the export for this job, the jobcode name would be "DSPTCH DEMO JOB" (red). If the External ID was empty, the jobcode would be "Demo Job" (orange)

custom fields

All other fields on the Punch Time import in Tsheets are "Custom Field" values (not to be confused with the custom fields we have been referencing in DSPTCH). In the upload csv, these show up as pairs of columns named "custom field name" and "custom field value".

By default, DSPTCH only supports Timecode names on the export. More information (such as whether time is billable) can be supported upon request. Please email help@dsptch.work for more information.

Timecodes

By default, DSPTCH assumes Timecodes are the "Class" field in Tsheets Time Entries. The value that is on the export will be the "Name" of the timecode.

If it is a different field (such as Service Item), please email help@dpstch.work and ask for the configuration to be changed.

To see what options are in the "Class" field, navigate to the "+ Add Time" option

How to export time

Now that you have all the configuration setup, you can export the time entries from DSPTCH.

To export time entries in a format acceptable for QuickBooks, use the "Time Entries CSV" option from the Time Cards page.

Be sure you have configured your pay period to use the "QuickBooks" Payroll System option

How to import time

After exporting the Time Entries report from DSPTCH, you can upload it to Tsheets via the Punch Time import.

You can find the Punch Time Import option under "Feature Add-ons" on the left hand menu, as seen in the picture below.

If you do not see the Punch Time Import Option under "Feature Add-ons", be sure you have it enabled (see Required Quickbooks Settings)

On the "Import Punch Time" card, select the time entries csv from DSPTCH and click "Import"

You can use the "Test Mode" to see what will be uploaded before actually running the upload. If some items are successful on the "Test Mode" but fail on the real upload, it is likely because an value (such as jobcode or class) is not in QuickBooks.

After uploading, you will see a response of what rows succeeded and failed to upload and create time entries.

Example response for an upload. The import works line-by-line, so some lines can be uploaded while others fail. In the example above, all lines except for one had time entries created.

If some lines fail, don't worry. You can upload the same file after fixing any errors - the lines that have already been uploaded will not upload again.

The uploaded Time Entries will NOT show on the standard QuickBooks Time page (https://qbo.intuit.com/app/time).

To see the uploaded Time Entries, you will have to either view them in Tsheets, or look at a Payroll Report (https://qbo.intuit.com/app/time/reports)

And that's all there is! If you have any questions or need additional support, please reach out to help@dpstch.work