Automated Project Billing: Clockify Time Entries to QuickBooks Online (Zapier)

1. **Create the Zap**: Log into Zapier and click 'Create Zap'. Name it 'Clockify to QuickBooks Time Sync'. 2. **Set the Trigger**: Search for 'Clockify' and select the 'New Time Entry' trigger. Connect your Clockify account using your API Key found in Profile Settings. 3. **Test Trigger**: Pull in a recent time entry to use for mapping. Ensure the entry has a 'Duration' and 'Project' name. 4. **Add a Filter**: Add a 'Filter by Zapier' step. Set it to only continue if 'Billable' (from Clockify) 'Boolean is true'. This prevents internal non-billable time from cluttering your accounting. 5. **Format the Duration**: Add 'Formatter by Zapier' (Utilities). Use the 'Spreadsheet-style Formula' to convert seconds to hours: `{{duration_in_seconds}} / 3600`. QuickBooks requires decimal hours (e.g., 1.5). 6. **Format Date**: Add another 'Formatter' (Date/Time) to convert the Clockify ISO timestamp into the 'YYYY-MM-DD' format required by QuickBooks. 7. **Find or Create Customer**: Add a 'QuickBooks Online' step: 'Find Customer'. Map the Clockify 'Client' name to the Search field. Check the box 'Create QuickBooks Online Customer if it doesn't exist yet' to prevent errors for new clients. 8. **Map Time Activity**: Add the QuickBooks Online 'Create Time Activity' action. - **Customer**: Use the ID from the previous 'Find Customer' step. - **Employee/Vendor**: Select the hardcoded user or use a 'Find Employee' step to match by email. - **Date**: Use the output from your Formatter step. - **Time Duration**: Map the decimal output from your math formula step. - **Description**: Map the Clockify 'Description' and 'Project Name'. 9. **Configure Error Handling**: Click the three dots on the QuickBooks step and select 'Override regular error handling' (Step Pathing) to catch 'Entity Not Found' errors if a Project/Service Item mismatch occurs. 10. **Final Test**: Click 'Test & Review'. Check your QuickBooks Online account under 'Time' or 'Reports > Time Activities by Customer' to verify the entry.

| Clockify Field | QuickBooks Field | Transformation/Notes | | :--- | :--- | :--- | | `Duration (Seconds)` | `Time Duration` | Formatter: `{{seconds}} / 3600` (QB needs Decimal) | | `Start Time` | `Date` | Formatter: Convert ISO to `YYYY-MM-DD` | | `Client Name` | `Customer` | Use 'Find Customer' step to get QB ID | | `Description` | `Description` | Direct Map (Max 4000 chars) | | `Project Name` | `Service Item / Class` | Logic: Mapping table or exact name match | | `User Email` | `Employee/Vendor` | Map via 'Find Employee' step to ensure match |

• **Rate Limits**: QuickBooks Online has a limit of 40 requests per minute for some API tiers. High-volume teams should use the 'Formatter > Delay' or 'Digest by Zapier' to batch entries. • **Time Format Mismatch**: Clockify sends time in seconds; mapping this directly to QuickBooks will result in massive errors (e.g., 3600 hours instead of 1 hour). Always use a Math Formatter step. • **User Matching**: Clockify 'Users' and QuickBooks 'Employees' must have matching email addresses. If they don't, the Zap will fail unless you use a 'Lookup Table' in Zapier to map IDs manually. • **Billing Settings**: If 'Track Time' is disabled in your QuickBooks Online settings, the Action step will return a 400 error.

- [ ] Run a test in Zapier and see 'Success' message. - [ ] Open QuickBooks > Sales > Customers and verify the Time Activity appears in the activity list. - [ ] Confirm the 'Duration' in QB matches the duration in Clockify (e.g., 01:30 in Clockify is 1.5 in QB). - [ ] Check Zapier 'History' to ensure the Filter correctly blocked a non-billable test entry. - [ ] Verify that a new Client in Clockify successfully triggered the 'Create Customer' logic in the QB search step.