QuickBooks Online Payroll Integration

If you are using 7punches for time-clocking, or have a POS integration that includes labor, you can send your regular hours, OT hours, and double OT hours directly to QuickBooks Online.

Enabling the QuickBooks Payroll Integration
Mapping Employees
Preparing your Payroll data
Including Paid Time Off (PTO)
⚠️This feature is only available on The Works plan or higher and for those using QuickBooks Online (US).
🇨🇦 Full functionality is not available for clients using QuickBooks Online in Canada. For Canadian clients, all hours will send as regular hours, as overtime hours (OT) are not supported.

Enabling the QuickBooks Payroll Integration

To enable the integration, you'll need to do the following:

1. Hover over the 'More' menu > Integrations > then click on 'Add Integration.'

2. Seach and select 'QuickBooks', and click 'Next.'

3. Click on 'Connect to QuickBooks.'

4. You will be taken to QuickBooks to login and authorize the connection to 7shifts.

5. Click 'Connect' and you will be redirected back to 7shifts.
6. In 7shifts, click on the QuickBooks integration and click on 'Settings.'

If you have multiple Locations in 7shifts, and they don't all use QuickBooks you can simply select the ones you want to connect.

7. Your QuickBooks account is now successfully connected, but before you can start running payroll you'll need to Map your Employees.

Under the 'Payroll Mapping' tab, click 'Map Employees' to get started.

Mapping Employees

⚠️Once connected you will need to map your Employees. This is required in order to match your Employees in 7shifts to their counterparts in QuickBooks and to process payroll.

You can always update your mapping by going to the 'More' menu > Integrations > Mapping. 

7shifts will automatically map any Employees that already exist between your POS/payroll and 7shifts, if they are both spelled the same way, with identical capitalization and spacing. You'll find those under the 'Mapped' heading.

Any Employees that cannot be automatically matched will be under the 'Unmapped' or 'Ignored' tab. 

  • For unmatched Employees, you can either find a match or choose to 'ignore' them if you won't need to sync timesheets for that Employee.
  • Please review all matched Employees before processing payroll.
  • Remember that each time you add a new employee to 7shifts or QuickBooks, you'll need to ensure that they are properly mapped.
Click here to learn more about Employee mapping.

Preparing your Payroll data

Before you can send your payroll data to QuickBooks, you'll need to ensure that you've properly approved all punches and closed your timesheet.

1. Click the 'Time Clocking' icon at the top of the screen, then select the appropriate Pay Period.

2. From there, review and 'Approve' or 'Modify' any and all punches, or choose to 'Approve All.'

⚠️For multi-Location users, you can close Timesheets on a Location basis. However, the QuickBooks integration will import punches from all locations, regardless of if the Timesheet is closed.

3. Once you've approved all punches, you're ready to close the Timesheet.

To close it, select 'Close Timesheet' in the top right corner. 

4. Once the Timesheet is closed you can send it to QuickBooks by clicking 'Export' and 'QuickBooks.'

⚠️Please note that, at this time, the employee worked hours sent to QuickBooks will be unable to be split by Role.

Including Paid Time Off (PTO):

To include Employees' Paid Time Off, Paid Sick Time Off, and Unpaid Time Off hours within the report, you will need to enable these features under your  Company Settings.

Click here to enable Paid Time Off (PTO).
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