QuickBooks Integration for Time – eSUB Help Center

NOTE: Please contact your eSUB Trainer for guidance in setting up QuickBooks with eSUB software

Overview

The eSUB QuickBooks Integration allows users to export Daily Report Date, Job Name, Employee Name, Cost Code (Labor Activity), Hours, and Payroll Items. QuickBooks Online does not accept imports.

Click Here to jump to Step Ten for weekly payroll process steps

Table of Contents

Step One: Send Timer List to eSUB Support
Step Two: Set up a User PIN
Step Three: Match eSUB Employees with QuickBooks Employees
Step Four: Match eSUB Cost Codes with QuickBooks Service Items
Step Five: Set Project to Payroll Live
Step Six: Set the QuickBooks Pay IDs
Step Seven: Setup Project/Employees/Cost Codes with QuickBooks
Step Eight: Create Backup of QuickBooks
Step Nine: Open Backup Copy of QuickBooks
Step Ten: Approve Timecards
Step Eleven: Save Export File to Local Drive
Step Twelve: Import to QuickBooks

Step One: Send Timer List to eSUB Support (Note: If you are using QuickBooks Desktop Version 22 and above, this step is no longer needed.)

eSUB

QuickBooks

No actions

1. Open QuickBooks

2. Go to File > Utilities

3. Go to Export > Timer List

4. Save the IFF file to your desktop

5. Email the file to support@esubinc.com

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Step Two: Set up a User PIN

eSUB

QuickBooks

1. Log into eSUB

2. Go to Start > Settings > Administration

3. Select the Edit (pencil) icon next to User who needs to approve Timecards

4. Enter Approval PIN and Approval PIN Confirmation

5. Select Save Data

No actions

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Step Three: Match eSUB Employees with QuickBooks Employees

eSUB

QuickBooks

1. Go to Start > Settings > Administration > Employee Log

2. Select the Edit (pencil) icon on each Employee, or select Add Employee, and modify the eSUB Employee data to match QuickBooks

3. Select Save Data when finished with each Employee

1. Go to Employees > Employee Center

2. Match eSUB Employee data with the QuickBooks Employee data

Example 1: Employee Michael Smith in eSUB needs to be edited to “Mike Smith” to match data from QuickBooks.

Example 2: Note how middle initials and suffixes are handled with Mary T Lincoln and John F Kennedy Jr.

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Step Four: Match eSUB Cost Codes with QuickBooks Service Items

eSUB

QuickBooks

1. Go to Start > Settings > Administration > Company Setup > Cost Codes

2. Select the Edit (pencil) next to a Cost Code

3. Enter the Item:Sub Item path (Labeled as “Subitem of” and “Item Name/Number” in QuickBooks)

4. Select Save Data

1. Go to List > Item List

2. Match eSUB with the data in QuickBooks

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Step Five: Set Project to Payroll Live

eSUB

QuickBooks

1. Go to Start > Select Project

2. Select the Edit (pencil) icon next to the project

3. Check Payroll Live

4. Select Save Data

No actions

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Step Six: Set the QuickBooks Pay IDs

eSUB

QuickBooks

1. Go to Start > Settings > Administration > Company Setup > Company Preferences > Accounting
2. Select the Pay ID Default:
a. By Project (Default) – QuickBooks Pay IDs will be mapped on a per Project basis and be used for all Employees and all Activities in that Project.
b. By Employee – QuickBooks Pay IDs will be mapped on a per Employee basis and be used for all Activities in every Project.
c. By Activity – QuickBooks Pay IDs will be mapped on a per Activity basis and be used for all Employees and all Projects.
3. Leave the Enable QuickBooks Connector box unchecked (Unless directed otherwise)
4. Leave the Display Percent of Efficiency Costs field selected to No (Unless directed otherwise
5. Select Save Data

No actions

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Step Seven: Setup Project/Employees/Cost Codes with QuickBooks

eSUB

QuickBooks

1. Go to Start > Select Project
2. Select a project from the Select Project page
3. Go to Project > Configure > Advanced Setup > Project Preferences

No actions

Follow the steps in row A, B, or C based upon the selection made for Step 4 in the previous section (Step Six: Set the QuickBooks Pay ID):
A	By Project 4. Complete the following fields under the QuickBooks heading: Parent Customer Name, Parent Customer Name:Job Name, Standard Time Payroll Item Name, Overtime (1.5x) Payroll Item Name, Double Time (2.0x) Payroll Item Name (Leave Account Name and Items blank) 5. Select Save Data
B	By Employee 4. Complete the following fields under the QuickBooks heading: Parent Customer Name, Parent Customer Name:Job Name (Leave Account Name and Items blank) 5. Select Save Data 6. Go to Start > Settings > Administration > Employee Log 7. Select the Edit (pencil) icon on each applicable Employee and complete the Standard Time Payroll Item Name, Overtime (1.5x) Payroll Item Name, and Double Time (2.0x) Payroll Item Name fields 8. Select Save Data 9. Repeat steps 7 and 8 for all applicable Employees
C	By Cost Code 4. Complete the following fields under the QuickBooks heading: Parent Customer Name, Parent Customer Name:Job Name (Leave Account Name and Items blank) 5. Select Save Data 6. Go to Start > Settings > Administration > Company Setup > Cost Codes 7. Select the Edit (pencil) icon on each applicable Cost Code and complete the Standard Time Payroll Item Name, Overtime (1.5x) Payroll Item Name, and Double Time (2.0x) Payroll Item Name fields 8. Select Save Data 9. Repeat steps 7 and 8 for all applicable Cost Codes

Example 1: Reference eSUB to QuickBooks terms using the table below

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Step Eight: Create Backup of QuickBooks

eSUB	QuickBooks
No actions	1. Go to File > Create Copy 2. Select Backup Copy, select Next, select Local Backup 3. Select Browse, find a location to save your copies 4. Select OK 5. Select Save it Now, select Next, select Save

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Step Nine: Open Backup Copy of QuickBooks

eSUB	QuickBooks
No actions	1. Go to File > Open or Restore Company 2. Select Restore a backup copy, select Next 3. Select where the backup is stored, select Next 4. Select the backup copy, select Open 5. Select Next 6. Select the file location and Save

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Step Ten: Approve Timecards

eSUB

QuickBooks

To approve timecards using the new Time module, follow steps here.

1. Go to Start > Select Project
2. Select the Time Management (Tm) icon next to the project
3. Select Default System
4. Go to Utilities > Approve Timecards
5. Enter the desired search criteria and select the Select button
6. Review the data and enter your PIN in the Approval PIN field
7. Select Approve

No actions

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Step Eleven: Save Export File to Local Drive

eSUB

QuickBooks

1. Go to Start > Select Project
2. Select the Time Management (Tm) icon next to the project
3. Select Default System
4. Go to Utilities > Export Payroll Data
5. Enter the desired Export criteria
6. Select Export
7. Make selections on which employees to export and select Export Timecard Payroll Data
8. Select the View Export (green arrow) icon on the newly created export file
9. Save the file to your computer