✔ Available
on Grow and Scale subscriptions. 1
| What | Connect your Teamwork.com and
QuickBooks Online accounts to
automatically sync time logs
between the two
platforms. |
| Why |
|
| Who |
|
| When | Any time you're billing
clients in QuickBooks and need
to include time spent on the
client's projects. |
| What | Connect your Teamwork.com and
QuickBooks Online accounts to
automatically sync time logs
between the two
platforms. |
| Why |
|
| Who |
|
| When | Any time you're billing
clients in QuickBooks and need
to include time spent on the
client's projects. |
Before you
start
- QuickBooks Advanced must be
enabled individually on each
project you want it to be used
on.
Data
sync
Teamwork.com to
QuickBooks
- Time logs created or edited while the integration is enabled
automatically sync to QuickBooks.
- Historical time logs created or
edited prior to the integration
being turned on (or at any point
while the integration is off) are not automatically synced.
- The integration searches
QuickBooks for exact
customer (Teamwork.com
client/company) and
user (time log assignee) match
— this is character sensitive
(including spaces and special
characters).
- If an exact
match is found,
the time log is attributed. If
no match is found, a new
customer and/or user is
created in QuickBooks.
- Teamwork.com time logs map to QuickBooks "time change" transactions.
- Time log descriptions populate in QuickBooks' time entry memo field, along with the time log's associated project and task (if linked).
QuickBooks to
Teamwork.com
- Once a time log (synced from
Teamwork.com) is added to a QuickBooks
invoice, that time log's status is
updated to billed in
Teamwork.com and is no longer
editable.
- Any other changes made to a time log
in QuickBooks are not synced
back to
Teamwork.com (ex. editing the time
log's rate, assignee,
description).
Enable the
QuickBooks Advanced integration
Step 1: Enable at
site level
- Click your profile
icon in
Teamwork.com's main navigation
menu.
- Select Apps and
integrations.
- Scroll to QuickBooks
Advanced.
- Click Enable.
- Log in to your QuickBooks account. Click Not you to switch to another account.📝 If you sign in to a QuickBooks accountant profile, select a company/firm to use with the export. Once selected from the dropdown, click Confirm.
- Click Allow.
Step 2: Enable on a
project
- Click Jump To in
Teamwork.com's main navigation
menu.
- Search for and select a project.
- Switch to the project's Settings tab. It might be hidden under the More... option.
- Scroll to QuickBooks
Advanced.
- Toggle on the integration.
The connection activates
immediately and any time logs created or
edited moving forward automatically sync
to the connected QuickBooks account.
📝 Reauthenticate
The integration
connection
expires if it is inactive (no data
shared between platforms) for 100
days. If this happens, you'll see
a Reauthenticate option
beside QuickBooks Online Advanced
in
your integrations settings.
Manually sync
time logs
Time logs created prior to
the QuickBooks integration being
enabled are not automatically synced.
Add these time logs manual in either
of the following ways.
- Edit an individual time
log: Go to the project's
Time section. Hover over a time
log and click
the pencil icon.
Update any time log details as
necessary or leave as is.
Click Update.
- Bulk edit: Go to the
project's Billing section. Add
multiple time logs to an
invoice (you can remove them
after).
Create invoices
in
QuickBooks
Populate your client
invoices directly in QuickBooks,
adding synced Teamwork.com time logs
to bill clients accurately for
billable hours.
📝 Once added to an
invoice in
QuickBooks, time logs are
automatically marked as billed in
Teamwork.com.
View synced time
logs
Each time a time log is
created or edited in Teamwork.com, it
automatically syncs to the connected
QuickBooks account.
- The user assigned to the time log
is listed under employees in
QuickBooks.
- The Teamwork.com client (company) associated with the project the time is logged on can be found in your QuickBooks customers list.
When viewing the customer,
click Transaction List to
view the time logs.
Add time logs to
invoices
When creating a new
QuickBooks
invoice, drag individual time
entries
from the suggested transactions
panel
— this adds each time log as a
separate line item on the
invoice.
💡 Use groupings in
QuickBooks
to add multiple time logs as a single
line item on an invoice. Filter
the suggested transactions
list and group by date or service. You
can then add them
to the invoice together so that they
appear as one combined row.
Disconnect
QuickBooks Advanced
Disconnect the
integration from an
individual project or your
entire Teamwork.com
site.
⚠️ Once disconnected, subsequent time logs
created or edited are not synced to
QuickBooks. If you reconnect the integration
in the future, you'll need to manually sync
those time logs..
Project
- Click Jump
To in
Teamwork.com's main
navigation
menu.
- Search for and select a
project.
- Switch to the
project's Settings tab.
- Scroll
to QuickBooks
Advanced.
- Toggle off the integration.
Site
- Click your profile
icon in
Teamwork.com's main
navigation
menu.
- Select Apps and
integrations.
- Scroll
to QuickBooks
Advanced.
- Click Disable.
Best practices
- Tell your team: Let your team know that time tracking is directly linked to QuickBooks for billing purposes and encourage them to review their time logs for accuracy.
- Keep names consistent: If you have existing customers and employees in QuickBooks that you want to align with existing clients (companies) and users in Teamwork.com, make sure the names match exactly in both platforms before connecting the integration.
- Invoice in QuickBooks: Track time where the work happens (aka on projects in Teamwork.com), then bill your clients through QuickBooks invoices.
1. Also available
on
legacy
subscriptions: Premium,
Enterprise.