Push approved timesheets directly into QuickBooks payroll.
Approved timesheets flow directly into QuickBooks payroll and invoicing — the reconciliation step most teams dread simply disappears.
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Why manual re-entry into accounting software is where errors creep in
Every manual step between a tracked hour and a processed payroll entry is a chance for a transcription mistake — a misread number, a wrong rate applied, an hour attributed to the wrong client. For teams already using QuickBooks, removing that re-entry step isn’t just a convenience; it closes off a real source of payroll and billing errors.
How the integration works
Direct payroll sync
Approved timesheets export directly into QuickBooks payroll processing.
Client invoice sync
Billable hours flow into QuickBooks invoicing without manual re-entry.
Rate consistency
Pay and bill rates configured in StaffTiming carry through to QuickBooks accurately.
Automatic sync scheduling
Configure automatic sync frequency rather than manual export each cycle.
Multi-entity support
Sync correctly across multiple QuickBooks company files for agencies managing several entities.
Setting up the QuickBooks integration
- Connect QuickBooks OnlineAuthorise StaffTiming to access your QuickBooks company file.
- Match employees, contractors and customersMake sure each person and client in StaffTiming maps to the right record in QuickBooks.
- Set pay and bill ratesRates configured in StaffTiming carry through to QuickBooks, so check them once before the first sync.
- Choose the sync scheduleSync automatically on a schedule, or after each timesheet approval cycle.
- Run a test pay periodCompare the first sync with your usual process before relying on it fully.
From tracked hour to payroll and invoice
- Employees track time or clock in with StaffTiming.
- Managers review and approve timesheets; overtime and leave are already separated.
- Approved hours sync to QuickBooks for payroll processing.
- Billable hours sync to QuickBooks invoices for the right customer.
- Any sync problem is flagged for review before it affects a pay run.
What it saves
| Manual step | Risk | With the integration |
|---|---|---|
| Re-typing hours into payroll | Typos, wrong employee, wrong rate | Approved hours sync directly |
| Building client invoices from timesheets | Missed billable hours | Billable time flows to invoices |
| Checking overtime by hand | Under- or over-payment | Overtime separated before sync |
| Month-end reconciliation | Days of admin | Records already match |
For the bigger picture of automating payroll from tracked time, read how to automate payroll for a remote or contractor-based team or see payroll and invoicing.
Common questions
Does this work with QuickBooks Online and QuickBooks Desktop?
The integration is built for QuickBooks Online; confirm current Desktop compatibility with our support team if that’s your setup.
Can I review data before it syncs to QuickBooks?
Yes — the approval workflow happens in StaffTiming first; only approved timesheets sync through to QuickBooks.
What happens if there’s a sync error?
Sync errors are flagged for review rather than silently failing, so discrepancies get caught before they affect payroll.
Do unapproved timesheets sync to QuickBooks?
No. Only approved timesheets sync, so managers can correct hours before they reach payroll.
Can I sync contractors as well as employees?
Contractor hours can be tracked and their rates applied in StaffTiming; map each contractor to the matching QuickBooks record.
Can agencies with several companies use it?
Yes. Multi-entity support syncs to more than one QuickBooks company file.
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