QuickBooks Online Time Transfer Overview

The integration with QuickBooks Online will allow users to post time activities into QuickBooks.

These time records will contain the following data:

• Start Date/Time​

• End Date/Time​

• Time Entry Notes​

• User Detail (To map to QuickBooks)​

• Customer (Optional and only if there is a mapped customer on the project)​

• Customer Project (Optional and only if the customer project is set on the Smart Construction project in SC Office)

These will be mapped to “Time Activity” records against the employees in QuickBooks that can then be used for payroll purposes.

QuickBooks Online Integration

• There are a few permissions required to utilize QuickBooks Online Time Transfer module​

• “Financial Integration Admin” – Needed to get to Quickbooks Integration Hub & Configuration​

• “Time Transfer Admin”-required to see the “Transfer Time” Modal​

• This will only appear if there is an active enabled QuickBooks Online integration

 

Configuration

QuickBooks Online Integration configuration consists of a three-step wizard process:

1. Authentication​

2. Customer Mapping​

3. Employee Mapping

   Authentication Steps​

 

Customer mapping can be performed prior to enabling the integration, this can be changed at any time. There are three main actions on this page:

• Auto-Map Customers- When enabled, when a time entry is sent to QuickBooks with a customer that is not currently mapped, we will attempt to map based on exact text match to the QB customer​

• Recommend Customer Mappings- This will pre-populate mapping recommendations based on customer names​

• Manual Customer selection- Customers can be mapped by manually selecting a dropdown that populates all QuickBooks customers

 

Employee mappings must be configured to send time records over. 

• Recommend Employee Mappings- This will pre-populate mapping recommendations based on email address matches along with Employee ID matches between Smart Construction & QuickBooks​
• Manual Employee selection- Employees can be mapped by manually selecting a dropdown that populates all QuickBooks employees​
• You can also select an employee to “Do not map”. This will be for employees you will not need to send time records for​

• Filters are available to distill the employee list down by unmapped only employees or only those that are marked as “Do not map”.

   

• Once the QuickBooks Integration is enabled, the tile in the integration tile will show as enabled and the Standard Overview page will be available when selecting QuickBooks Integration (instead of the wizard view)​

• The integration can also be disabled from this view if necessary.​

• Once the integration is enabled, those with the appropriate permissions will then see the Time Transfer option available in SC Office.

   

  Customer & Job Configurations on Project

• With an SC Office Project, users have the ability to set if they want time records associated with the project to be associated with a specific customer and/or customer project.​

• Please note: Time entries will still be transmitted to QuickBooks and do not require the customer or project.​

• The customer field will be automatically filled out when a customer has previously been mapped between SC Office and QuickBooks

   

  Time Transfer Module

  The Time Transfer modal will allow the ability for users to single or multi-select individual time records to directly transfer to Quickbooks.

  Actions will quickly allow users to see the records that cannot be attempted to send:

• “Not Approved”- Time entries must be approved to transfer​

• “Not Linked” – Employee is not mapped to a particular user in QuickBooks

  

  Action statuses also provide quick context into where records are in the transfer process

• “Transfer” selected- records that you wish to send within the time transfer batch​

• “Transferred”- records that were successfully posted to QuickBooks​

• “Submitted & Pending”- records have been submitted to Quickbooks but we do not have a success record

   

  Dates and Transfer Notes are available for audit logs for when records were sent and accepted

• Submitted Date= Date the user attempted to submit to QuickBooks​

• Typically, this is instantaneous, but if we are rate limited this value would persist until a successful response blocking the users from attempting to resent​

• Transferred Date= Date the record was successfully accepted by QuickBooks​

• Transfer Notes= Either a Success message or the Error message for why the record failed to be accepted by QuickBooks

   

  Outside of the standard filter capabilities within Time Log areas, two additional filters are available for the Time Transfer Modal

• Within Effective Date, a Pay Period field is available for selection​

• Within the pay period selection there are 4 available options​

• Current Pay Period​

• Previous Pay Period​

• Two Pay Periods Ago​

• Prior to Current Pay Period- This will return all records up to the current pay period start date​

• Transfer Status is also available for a filter

   

  Technical Details & Logging

Time Transfer- Container Overview

Within Timecard, a new endpoint is available for “Transfer”. This provides an array of Time Adjustments and Time Entries to then be sent to the QuickBooks Container

 

Within the QuickBooks container, the BatchTransferTimeEntries is used to transmit time records to QuickBooks Online

 

Within Mongo and the QuickBooks Container, there are multiple collections that house the transmittal and logs associated with sending time records to QB

• QB Time Activities = A collection of time records with associated external IDs​

• Time-Transfer-Log = Attempted sends to QB with the associated Batch GUIDs, External IDs and transmittal date details with messages​

• QB Request Logs = Comprehensive logging that tracks all API requests between QuickBooks and Smart Construction Office