✔  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
  • Accurately account for time logged in Teamwork.com when invoicing clients in QuickBooks.
  • Reduce manual work and margin for error with automatic time log syncing.
Who
  • Site admins (in the owner company) can enable the QuickBooks integration for their Teamwork.com site and projects.
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
  • Accurately account for time logged in Teamwork.com when invoicing clients in QuickBooks.
  • Reduce manual work and margin for error with automatic time log syncing.
Who
  • Site admins (in the owner company) can enable the QuickBooks integration for their Teamwork.com site and projects.
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.
      ⚠️ New customers cannot be created when QuickBooks Payroll is enabled. See "QuickBooks Payroll accounts" below.
  • 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

Changes made to a time log in QuickBooks are not synced back to Teamwork.com (ex. editing the time log's rate, assignee, description, marking it as billed by adding it to an invoice).

QuickBooks Payroll accounts

QuickBooks accounts with Payroll enabled have different data sync requirements. Therefore, the integration cannot create new QuickBooks users when Teamwork.com users (time log assignees) are identified.
  • Before setting up the integration, we highly recommend ensuring all Teamwork.com users already exist (with exact first & last name matches) in QuickBooks. 
  • As long as a Teamwork.com user's name matches a QuickBooks user exactly, the sync attributes the time logs to the QuickBooks user successfully.

Enable the QuickBooks Advanced integration

Step 1: Enable at site level

  1. Click your profile icon in Teamwork.com's main navigation menu.
  2. Select Apps and integrations.
  3. Scroll to QuickBooks Advanced.
  4. Click Enable.

    Image Placeholder
     
  5. 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.
  6. Click Allow. 

Step 2: Enable on a project

  1. Click Jump To in Teamwork.com's main navigation menu.
  2. Search for and select a project.
  3. Switch to the project's Settings tab. It might be hidden under the More... option.
         Image Placeholder
     
  4. Scroll to QuickBooks Advanced.
  5. Toggle on the integration.

    Image Placeholder

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.

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. 
 
Image Placeholder


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

  1. Click Jump To in Teamwork.com's main navigation menu.
  2. Search for and select a project.
  3. Switch to the project's Settings tab.
  4. Scroll to QuickBooks Advanced.
  5. Toggle off the integration.

Site

  1. Click your profile icon in Teamwork.com's main navigation menu.
  2. Select Apps and integrations.
  3. Scroll to QuickBooks Advanced.
  4. 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.