Quickbooks Online (QBO) Integration

In this user guide, you'll find step-by-step instructions for setting up the integration between QuickBooks Online and Time by Wagepoint. We'll walk you through the process of syncing data, managing the integration settings, and taking care of the day-to-day operations.

Step 1

1. Access Your Time by Wagepoint Settings: Log into your Time by Wagepoint account and navigate to the Settings section.

2. Select Integrations: Within the Settings menu, locate and click on the Integrations option. This will open the Integrations page where you can manage various integrations with external platforms.

3. Choose QuickBooks Online Integration: Look for the QuickBooks Online tile among the available integrations and click on it to proceed with the setup.

4. Connect to QuickBooks: Once you've selected the QuickBooks Online integration, you'll see an option to connect. Click on the green button labeled, 'Connect to Quickbooks' to initiate the integration process.

Step 2

Link Your Quickbooks Account:  Begin by connecting your Quickbooks account to ensure seamless integration.  Click Go to your Quickbooks. 

Quickbooks Online will launch. Use your Intuit credentials to sign into your QBO account.

Once you have successfully logged into your Quickbooks account, navigate back to Time by Wagepoint. 

From here, you'll  have the option to match employees, locations/customers, and job/services that were previously imported. This step helps ensure that the data syncs accurately between QuickBooks Online and Time by Wagepoint.

Navigating the Overview Tab:

Select Matching Options: On the overview tab, you can easily choose matching options either from the navigation menu or through buttons.

Track Matched Entries: Keep an eye on the number of previously matched entries, which are clearly displayed. This helps you stay organized and ensure that all relevant data is properly synced.

People Matching

Now that your QBO account is seamlessly integrated with Time by Wagepoint, it's crucial to synchronize your employee data accurately between the two platforms. Matching your employees ensures that information such as names and roles remains consistent across both QuickBooks Online and Time by Wagepoint. Click Go to people matching.

If any errors, duplicates, or missing matches are detected, you'll receive a notification via a message box and a status indicator. These alerts will prompt you to take necessary actions to resolve the issues.

If you've added employees in QBO, they will automatically synchronize with Time. However, if the profiles lack complete information such as email addresses, a message will appear at the top of the screen. In such cases, you'll need to visit the People page in Time to configure the profiles with the required information. This page prominently displays essential details for easy management.

On the People matching page, you have the option to create new entries in Time or exclude them on an individual basis. By default, the 'Create New in Time' option is selected. Either way, remember to save your selection.

Note: QuickBooks Online allows multiple employees to share the same email address, but in Time, each email address must be unique. If you encounter the 'Duplicate email' status, please edit the email address in QuickBooks Online to resolve this issue. Time does require a unique email address for each employee.

Anytime you see a yellow triangle with an exclamation mark, this is an indicator that further attention is required.  Hover over the symbol to see helpful information about the problem.

After successfully completing People Matching, this screen will appear when you select the People Matching option.

Location Matching

When you initiate location matching, you'll find a list of new customers recently added to your QuickBooks Online account, if any exist. These customers have not yet been associated with corresponding locations in Time by Wagepoint. If any customers remain unmatched, an informational message box will appear, notifying you that new locations have been created in Time by Wagepoint to match these QuickBooks Online customers. The message will include additional instructions to guide you through the matching process.  

To add these locations-customers to Time, simply select the ones you wish to include and then click 'Save'

After completing the location matching process, navigate to the 'Locations' section in Time by Wagepoint. Here, you can add additional details or make assignments. To perform actions such as making a customer-location inactive, updating billable status, or unmapping from QuickBooks, simply place a checkmark next to the customer's name. Note that you can also access these options by clicking the dropdown caret next to 'View.

An 'Incomplete' tag indicates that additional setup is required.

Click 'View' to access further instructions or optionally assign employees to the location.

After successfully completing Location Matching, this screen will appear when you select the Location Matching option.

Job Matching

Now that you've successfully matched locations-customers between QuickBooks Online and Time by Wagepoint, it's time to ensure that your job-service entries are aligned as well. Job matching allows you to connect services from QuickBooks Online with corresponding job entries in Time by Wagepoint, ensuring accurate tracking of labor costs and streamlined payroll processes.

If all jobs-service have been successfully matched, your screen will display as follows:

However, if there are services in QuickBooks Online that haven't been matched in Time by Wagepoint, a pop-up message will notify you of this. You can dismiss this message by clicking 'Got It'.

After dismissing the message, you'll be able to view the services added in QuickBooks Online (QBO), with the status column indicating whether they have been added in Time by Wagepoint. The 'Job in Time' column will provide options for either matching the job or adding it.

Click inside the dropdown box to choose whether to add a new service in Time, to exclude it from Time or to match it to an existing job. Click Save.

Once people, location and job matching are completed and everything is synced up, the integrations overview page will indicate that there is no new data from Quickbooks to bring into Time.