Overview
This article covers the most common errors when exporting time from Workyard to QuickBooks Desktop, and how to fix each one.
It applies to the QuickBooks Desktop integration, which syncs through the QuickBooks Web Connector. Using QuickBooks Online? See the QuickBooks Online articles instead.
Common errors:
Time tracking is not turned on for your company
Time tracking is not turned on for an employee
Insufficient permission level to perform this action
Could not start QuickBooks
The user you are trying to log in with is already logged in from another machine
Invalid password in the Web Connector
QuickBooks found an error when parsing the provided XML text stream
Before you troubleshoot
Most export issues clear up once these are true. Check them first:
QuickBooks Desktop is open on the computer where the company file is stored
The QuickBooks Web Connector is running on that same computer
QuickBooks is in multi-user mode (File → Switch to Multi-user Mode)
The Web Connector is up to date
Time tracking is not turned on for your company
Error: Unable to export time as time tracking has not been enabled in QuickBooks Desktop
Fix: In QuickBooks Desktop, go to Edit → Preferences → Time & Expenses → Company Preferences and set "Do you track time?" to Yes.
Time tracking is not turned on for an employee
Error (shown next to the employee): "Use time data to create paychecks" is unchecked in Employee Payroll Info section
Fix: In QuickBooks Desktop, open the employee record, go to Payroll Info, and check Use time data to create paychecks. Repeat for each employee showing the error.
Insufficient permission level to perform this action
What it means: Workyard doesn't have permission to access your QuickBooks company file.
Fix:
Open QuickBooks Desktop.
Go to Edit → Preferences → Integrated Applications → Company Preferences.
Select the Workyard application and click Properties.
Check both boxes: Allow this application to read and modify this company file and Allow this application to login automatically.
Click OK.
Could not start QuickBooks
What it means: The Web Connector couldn't open QuickBooks Desktop.
Check these in order:
"Run as administrator" doesn't match. QuickBooks and the Web Connector must run with the same permission level. Right-click the Web Connector icon → Properties → Compatibility tab and note whether Run as administrator is checked. Do the same for QuickBooks Desktop. Make both settings match.
Quick Start is on. In QuickBooks, go to Edit → Preferences → General → My Preferences and uncheck Keep QuickBooks running for quick startups. Close QuickBooks fully, restart the computer if needed, and try again.
QuickBooks is in single-user mode, or on a different computer. Switch to multi-user mode and make sure the Web Connector runs on the computer where the company file is stored.
The user you are trying to log in with is already logged in from another machine
What it means: The Web Connector is set to sign in as a QuickBooks user (often Admin) who is already signed in somewhere else.
Fix: Do one of the following:
Have that user sign out of QuickBooks on the other computer.
Turn off Auto-Run in the Web Connector and run the sync manually.
Change which QuickBooks user the Web Connector signs in as.
Invalid password in the Web Connector
What it means: The password saved in the Web Connector no longer matches Workyard. The password is shown only once, during setup, and can't be viewed again.
Fix:
In Workyard, go to Integrations and click Disconnect on the QuickBooks Desktop card. Your project, cost code, employee, and earning code mappings are kept.
Click Connect on the card again and follow the setup steps.
Download the new workyard.qwc file and add it to the Web Connector. Copy the new password exactly as shown.
Don't edit the password on your old Web Connector entry. Remove the old entry and use the new one.
QuickBooks found an error when parsing the provided XML text stream
What it means: QuickBooks couldn't read the data Workyard sent. Common causes:
A QuickBooks customer, job, item, or employee name contains a special character like &, ", < or >. Rename the record in QuickBooks, then try the export again.
A job mapped in Workyard was deleted or renamed in QuickBooks. Re-create it in QuickBooks, then re-map the project in Workyard.
The Web Connector is out of date. Update it to the latest version.
If an export is stuck in the Web Connector after these steps, contact support. Re-exporting from Workyard won't clear a stuck export on its own.
Still stuck?
Contact Workyard Support at help@workyard.com