QuickBooks Online

QuickBooks Online lets you send reviewed employee and contractor hours from Clockspot to your QuickBooks company without typing the same time twice.

Clockspot sends approved paid time as Time Activities for time tracking, job costing, reports, and customer billing. Clockspot keeps its regular, overtime, and paid time-off breakdown visible for your review, but this connection does not assign QuickBooks payroll pay types or calculate payroll.

Set up QuickBooks Online

1. Open Settings, then choose QuickBooks Online.
2. Press Connect QuickBooks and choose the company you are authorized to connect.
3. Open Settings.
4. Choose the Default service item. This tells QuickBooks what kind of work the time represents.
5. Match each Clockspot employee to the employee or contractor who should own that time in QuickBooks. Clockspot may suggest a match, but you decide whether to use it.
6. Fix any people marked as needing attention, then press Save QuickBooks settings.

The connection does not send QuickBooks payroll pay types. Review the exported time in QuickBooks before running payroll.

Most companies can stop there. Open Optional accounting only if you use QuickBooks for customer billing, Class or Location reporting, or different accounting choices by job.

Export a payroll period

1. Open Export time.
2. Choose the Pay period you are preparing.
3. Review the total paid time, employee count, and any changes since the last export.
4. If Clockspot finds an approval problem, use Review timesheet approvals and finish the review before returning.
5. If Clockspot finds a QuickBooks setup problem, open Settings and fix the items marked as needing attention.
6. Expand the time-record review when you want to inspect the individual records and their QuickBooks destinations.
7. Press Send approved time to QuickBooks.

Clockspot exports the whole reviewed period together. It does not silently skip an employee who should be included. It stops before sending when approvals, employee or contractor matches, or required QuickBooks details are incomplete.

Send future pay periods automatically

Automatic export is optional. Open Settings, expand Automatic export, and turn on Send future approved pay periods automatically.

Clockspot considers only approvals completed after you turn the setting on. It sends a pay period after every worked timesheet is approved, every time entry is closed, and every required QuickBooks match is ready. It pauses instead of guessing when the export would remove QuickBooks time, overwrite a change made in QuickBooks, use an incomplete match, or follow an export that still needs attention.

When an automatic export finishes, Clockspot adds an in-app notification for administrators. It also notifies administrators when an automatic export pauses for review. Open the notification to return to QuickBooks Online, review the pay period, and choose the next action.

What QuickBooks receives

Clockspot sends daily Time Activities for approved paid time. Unpaid breaks are removed from worked time, paid time off is sent, and unpaid time off is not sent. The export review keeps Clockspot's regular, overtime, and paid time-off categories visible so you can check the period before sending it.

Each record identifies the work date, duration, matched QuickBooks employee or contractor, and service item. A record can include a customer, Class, Location, whether the time is billable and taxable, and a description when you choose those details.

Clockspot does not send payroll pay types or pay rates, calculate payroll dollars, create paychecks, file taxes, or create invoices, bills, or payments. Review the Time Activities in QuickBooks and make any payroll-specific choices there before processing payroll.

Understand the setup choices

Service item

A service item is an entry in QuickBooks Products and Services. It describes the work represented by a Time Activity, such as Installation, Consulting, or General Labor.

QuickBooks requires every exported Time Activity to have a service item. Clockspot first uses the work type match when the time has one, then the job's service item, then the company default. This lets a reusable service such as Installation map consistently across several jobs while job-only time still exports correctly.

Customer

A customer is the client or project the work belongs to in QuickBooks. Adding one lets QuickBooks group the time for customer reporting and is required when you want the time available for customer billing.

The customer choice is optional when you only need time tracking, job costing, or general reports. Clockspot first uses the job's QuickBooks customer choice, then the client assigned to the job, then the company default. A work site's client does not decide the customer for exported time.

Class

A Class is an optional QuickBooks reporting category. Companies often use Classes to compare parts of the business, such as departments, divisions, or lines of business.

You only need a Class when Class tracking is enabled in QuickBooks and your accounting reports use it. Clockspot hides this choice when QuickBooks says Class tracking is off.

Billable and not billable

Billable means QuickBooks can make the time available to add to an invoice for the selected customer. Not billable means QuickBooks records the time without offering it for customer invoicing.

This setting is about charging a customer. It does not decide whether the employee is paid. If time is billable, Clockspot also lets you choose whether QuickBooks should treat it as taxable when invoiced.

Default

In this setup, default means fallback. Clockspot uses more specific matches first, such as a work type's service item, a job's accounting choice, or the job's client match. It does not mean Clockspot changes the default settings inside QuickBooks.

See what happened after an export

Open History to see completed, interrupted, and failed exports. Choose an export to see which QuickBooks changes succeeded and which rows need attention.

Use Retry failed rows only when Clockspot offers it. If Clockspot asks you to review the period or setup again, follow that action so the next export uses the current approved time and valid QuickBooks records.

If a QuickBooks request times out, Clockspot retries with the same tracking information. That lets it recognize a request QuickBooks already accepted instead of creating a duplicate Time Activity. Replacing or removing previously exported time always requires a fresh review and confirmation.

Refresh, reconnect, or disconnect

Clockspot refreshes QuickBooks data when the saved catalog is more than 15 minutes old. Use Refresh QuickBooks data when you need a change to employees, contractors, Products and Services, customers, Classes, or Locations immediately.

Use Reconnect QuickBooks when the QuickBooks authorization needs to be renewed. Use Disconnect company to revoke Clockspot's access. Disconnecting does not remove Time Activities already accepted by QuickBooks.