Overview
Exporting time from Workyard to QuickBooks Online (QBO) makes sure your payroll hours are reflected correctly in your payroll and accounting platform. Workyard exports each team member's Regular, Overtime, and Double Time hours, along with the Project and Cost Code (QBO Service Item) for each entry. If you use QuickBooks Online Payroll, you can also include time off.
Exports are started manually. Time is not sent to QBO automatically.
Before You Start
Connect QBO: Your Workyard account must be connected to QuickBooks Online. See How To Connect Workyard to QuickBooks Online. If you're prompted to reconnect, see Re-Authorizing Your QuickBooks Online Account to Workyard.
Check QBO time settings: To export Cost Codes as Service Items, or to mark time as billable, turn on the matching settings in QBO. See Time Tracking Settings in QuickBooks Online.
Assign pay types in QBO (QBO Payroll only): Any pay type you plan to map (such as Overtime or Double Time) must already be assigned to the team member in QBO. See How to Map Pay Types for QuickBooks Online Payroll Exports.
Instructions
Log in to your Workyard account using a desktop computer.
Go to Time Cards (hourglass icon in the left navigation bar) and click Export.
Fill in the required fields:
a. Date Range: Choose Pay Period or Custom Range.
Pay Period: Export all hours recorded within a specific pay period.
Custom Range: Export hours for a single day or a range of days.
b. Team Members: Use the dropdown to select one or more team members, or check All Team Members to export everyone.
c. Export To: Select QuickBooks Online.
d. Include Time Off Activity (optional): Check this box to include vacation, sick, PTO, and other leave. This option is only available when QuickBooks Online Payroll is enabled on your connected QBO account.
Click Start Export.
Map Employees: If any team members in the export haven't been imported from or mapped to QBO, you'll be prompted to map them. This makes sure hours land on the correct employee (or 1099 vendor) in QBO.
Map Projects and Cost Codes: If your company uses Projects and Cost Codes, you'll be prompted to map any that haven't been mapped to QBO yet. Projects map to QBO Customers/Projects, and Cost Codes map to QBO Service Items.
Note: If you don't want to map a Workyard Project or Cost Code, leave the field blank. The hours will still export, but without the Project or Cost Code in QBO.
Map Payroll Items (QuickBooks Online Payroll only): On the Map Payroll Items screen, select the QBO pay type for each unmapped Regular, Overtime, and Double Time entry. Mapped pay types show up pre-selected on the team member's QBO timesheet. If your company doesn't pay overtime or double time, you can select Regular Pay for all three.
Note: The pay type must already be assigned to the team member in QBO, or the mapping won't save and time will export without a pre-selected pay type. For setup steps, see How to Map Pay Types for QuickBooks Online Payroll Exports.
Map Leave Policies (only if Include Time Off Activity is checked): If the date range includes a leave policy that hasn't been mapped yet, you'll be prompted to match it to a QBO Payroll earn code before the export can continue. See How to Map Leave Policies for QuickBooks Online Payroll Exports.
Confirm Export: Once all mapping steps are complete, Workyard exports the time card data to QBO. When it finishes, you'll see a success page. The hours will then be viewable in Weekly Timesheets in QuickBooks Online.
Troubleshooting
Pay type isn't pre-selected in QBO: The pay type isn't assigned to that team member in QBO. Add it under Employee List > [employee] > Job & Pay > Additional pay types in QBO, then re-run the export.
"Missing payroll item for pay type" error: The leave policy isn't mapped to a QBO earn code, or the earn code isn't assigned to that team member in QBO. Fix the mapping or assignment and re-export.
1099 contractors: Contractor time exports to QBO timesheets the same way as employee time, but QBO can't convert those timesheets into a paycheck. See How to Import and Export 1099 Contractors with QuickBooks Online.
Prompted to reauthorize QBO: Reconnect your QBO account using the steps in Re-Authorizing Your QuickBooks Online Account to Workyard.
Our customer support team is here to help. Contact us at help@workyard.com, call 213-348-7631, or message us via the Help icon.