Automated Project Time-to-Invoice Sync (Zapier)

1. **Create a New Zap**: Log into Zapier and click 'Create Zap'. Name it 'Clockify Time Entries to QB Time Activities'. 2. **Set Trigger**: Choose **Clockify** as the App and **New Time Entry** as the Event. Select your Workspace and click 'Test Trigger' to pull in a recent log. 3. **Map Employee (Formatter)**: Add a 'Formatter by Zapier' step. Choose **Utilities** > **Lookup Table**. Set the 'Lookup Key' as the Clockify User Email. In the table, enter Clockify Emails on the left and the corresponding QuickBooks Employee/Vendor IDs on the right. This ensures the time is attributed to the right person. 4. **Find/Create Customer**: Add a **QuickBooks Online** step with the action **Find Customer**. Map the 'Client Name' from Clockify to the Search Field. Check the box 'Create QuickBooks Online Customer if it doesn't exist yet' to prevent errors for new clients. 5. **Sync Time Activity**: Add another QuickBooks Online step with the action **Create Time Activity**. - **Employee/Vendor**: Use the output from your Formatter Lookup Table. - **Customer**: Use the ID from the 'Find Customer' step. - **Date**: Map 'Time Start'. - **Duration**: Zapier allows you to map Clockify's duration directly; ensure the format is 'Hours:Minutes' or decimal. - **Description**: Map the 'Description' and 'Project Name' from Clockify. 6. **Add Filter for Billing (Optional)**: If you only want billable hours to flow through, add a **Filter by Zapier** step after the trigger. Set the condition to only continue if 'Billable' is '(Boolean) Is True'. 7. **Error Handling**: Click the gear icon on the QuickBooks step and select 'Change error handling'. Choose 'Always skip this step' or 'Custom Error Handling' to ensure one failed entry doesn't stop the entire Zap.

| Clockify Field | QuickBooks Field | Zapier Transformation | Required | | :--- | :--- | :--- | :--- | | **User Email** | **Employee Ref** | Formatter (Lookup Table) | Yes | | **Client Name** | **Customer Ref** | Find/Create Customer Action | Yes | | **Duration (Total)**| **Duration** | None (Direct Map) | Yes | | **Description** | **Description / Memo**| String Concatenation | No | | **Time Start** | **Date** | Date/Time Formatter (if needed) | Yes | | **Billable (True)** | **BillableStatus** | Map to 'Billable' Enum | Yes |

- **Task Usage**: Using 'New Time Entry' as a trigger consumes 1 task per entry. If you have a large team, consider using a scheduled Zap that triggers once a day to save on Zapier task quotas. - **Name Mismatches**: QuickBooks is sensitive to exact string matches for Customers. Always use the 'Find Customer' step instead of mapping raw text to the Customer field. - **Rate Limits**: QuickBooks Online has a limit of 100 requests per minute. If you stop 50 timers simultaneously via a bulk edit in Clockify, Zapier may throttle the execution. - **Rounding Issues**: Ensure Clockify rounding settings match QuickBooks. Zapier may send `1.2333` hours which QuickBooks might round to `1.23`, causing penny-discrepancies on invoices.

- [ ] **Test Trigger**: Confirm Zapier successfully pulls the 'Description' and 'Duration' from a recent Clockify entry. - [ ] **Formatter Check**: Ensure the Lookup Table correctly converts a Clockify Email into a QuickBooks internal ID. - [ ] **Data Match**: Verify the 'Time Activity' appears in QuickBooks under the 'Sales' or 'Time' tab with the correct duration. - [ ] **Draft Invoice**: Manually create an invoice in QuickBooks for that customer and verify the 'Add to Invoice' sidebar shows the synced time activity. - [ ] **Zap History**: Check the Zapier History tab after 24 hours to ensure no '400 Bad Request' errors are appearing from QuickBooks due to missing IDs.