Use the Payroll Snapshot to seamlessly export time cards into the Weekly Timesheets section of QuickBooks. With the click of a button, send the calculated shift hours (including overtime) to QuickBooks with absolutely no file handling. Sound good?
A Couple of Pointers About the QuickBooks Integration
Employee names and job names in Chronotek must match exactly with the names in QB. This includes spaces, middle initials and all characters. Just copy/paste from QB. Your QB company file needs to be open anyway. (If you have one customer in QB, but many locations/jobs for that customer, just ask us about that. We can handle it.)
Ok, there's only one pointer and that was a big one. So, do you want to go ahead and do that one and come back later?
Setting Up the Payroll Snapshot and Your QuickBooks File
Okay, now that your employee names and job names match between QB and Chronotek, let's set up the Payroll Snapshot. This is the report that enables the integration magic.
Go to Snapshot Settings>Payroll Settings>Default Pay Types.
Fill in the Regular, OT1 and OT2 fields. The QB default names are the ones we used above. If you aren't in California, you can enter NA for the OT2 field but don't leave it blank. Enter that info and save.
On the same screen, go to the Work Week Settings tab. This is where you will define your work week start day. It should be the same that you have in QB at Edit>Preferences>Time & Expenses>Company Preferences. Save your settings.
Now, stroll over to the Export Settings tab on the same screen in Chronotek. Generate an integration key and save. Ensure your QB company file is open, click Install Now, and the magic will begin.
You may be prompted, "Do you want to open QBInterface.application from secure.chronotek.net?". Of course, you do! Or in Chrome, it may be in a box at the bottom left corner. Then you will see something like this:
It's all good. Go ahead and install. Be patient. It may take a minute for the next prompt. You will need to enter your 4- or 5-digit account number (circled below) and then your integration key. You can copy/paste it from the Export Settings screen. You are probably still on that screen anyway. At this point, our pin drop icon will be in your taskbar. Then sign in.
Now QB will start talking to you. You may notice your QB icon in the taskbar starts flashing. Go ahead and click on it. You should see this certification screen. This is an important screen.
Select "Yes, whenever this QuickBooks company file is open." Then check the box to "Allow this application to access personal data..." That box must be checked. Don't worry. QB considers the timesheet section personal data. We don't access SSNs or anything else. Then, follow the prompts.
Running the Payroll Snapshot
Now it's time for the magic! Go to Payroll Functions, Change Payroll Period, and set the pay period that you want to send to QB.
Next, go to Payroll Functions, Edit Time Cards, and fix any time cards that need to be edited. A red "A" indicates that someone didn't clock out. Click that employee's name and edit that time card. For more info on how to edit time cards, try this article.
Now go to Payroll Functions, Payroll Snapshot, and click on New Snapshot.
It will process and cue up at the top of the list. Go ahead and click on it.
Integrating With QuickBooks
With your QB company file open, go to the General tab on the Payroll Snapshot. Click the QB Validate button.
When downloading the QBInterface Application in Chrome, you'll see the file appear in the bottom left corner of your browser. Click the file to begin the installation. Please note:
The installation process runs in the background and may take a few minutes
Do not open or use QuickBooks during this time
Congrats! You made the magic happen. Chronotek and QB got acquainted with one another, but it may find discrepancies in the data.
How to Handle Data Discrepancies Between Chronotek and QuickBooks
The data elements between the two software programs must be identical. The validation will find and report any discrepancies. Click "Ok" in the small box and start working on the list in the bigger box. You can also export the discrepancy list to Excel.
If the discrepancy box disappears on you, it's controlled by the QBI icon:
Great, now that you have fixed the discrepancies, close the discrepancy box and delete that Payroll Snapshot.
Run a new one and try to validate again. Remember the small QBI box down in the bottom left corner.
Congratulations on the successful validation! To proceed:
Close both validation windows
Click the QuickBooks Export button
Wait for validation to complete
Select "Ok" to proceed when prompted
Click "Yes" and take your hands off the mouse. You don't want to do ANYTHING in Chronotek or QB while the import is happening (or while validating).
You did it!
Where to Find the Imported Hours in QuickBooks
You will find the hours in the weekly timesheet section of QB, and the hours should appear in the scheduled payroll section of QB.
We have another guide for you if you need more advanced help with the QBI. Yes, the Advanced Guide.
Take a peek at our new platform, Chronotek Pro.
