Automated Time Entry to QuickBooks Online Invoice Sync (Make.com)

1. **Create New Scenario**: Log into Make.com, click 'Create a new scenario', and name it 'Time Tracker to QBO Sync'. 2. **Configure Trigger**: Add the module for your Time Tracker (e.g., Toggl, Clockify, Harvest). Choose the 'Watch Time Entries' or 'New Approved Time Entry' trigger. Connect your account via API Key or OAuth. 3. **Data Transformation**: Add a 'Set Variable' module if needed to convert durations. Use `{{round(item.duration / 3600; 2)}}` to convert seconds from a tracker into decimal hours for QuickBooks. 4. **QuickBooks Customer Search**: Add a 'QuickBooks Online: Search for Objects' module. Select 'Customer' and set the filter to `DisplayName` equals `{{1.clientName}}`. This prevents creating duplicate entities. 5. **Router Module**: Add a Router to handle logic. - **Route 1**: If 'Search Results' length is 0, add a 'QuickBooks Online: Create a Customer' module. - **Route 2**: If 'Search Results' length is greater than 0, proceed with the existing 'ID'. 6. **Create TimeActivity**: Add the 'QuickBooks Online: Create a TimeActivity' module. Map the `Project ID` to `CustomerRef`, `Hours` to the transformed duration, and set `BillableStatus` to `Billable`. 7. **Error Handling**: Right-click the QuickBooks module and select 'Add error handler'. Use the 'Break' directive to store the execution for manual retry if the API is down. 8. **Update Source**: Add a final module from your Time Tracker tool (e.g., 'Update a Time Entry') to tag the record as 'Synced' or 'Posted' to prevent double-processing on future runs.

| Source Field | QuickBooks Field | Make.com Mapping/Transformation Logic | | :--- | :--- | :--- | | `Entry Date` | `TxnDate` | `{{formatDate(1.date; "YYYY-MM-DD")}}` (ISO Format) | | `Duration` | `Hours` | `{{round(1.duration / 60; 2)}}` (If source is minutes) | | `Project Name` | `CustomerRef` | Lookup via 'Search for Objects' ID | | `Task Name` | `Description` | `{{1.task_name}}: {{1.notes}}` | | `Hourly Rate` | `HourlyRate` | `{{ifempty(1.rate; 0)}}` (Default to 0 if null) | | `Client Email` | `BillEmail` | Required for Auto-Invoice: `{{lower(1.email)}}` |

- **Rate Limiting**: QuickBooks Online API has strict throttling. Use the 'Sleep' module or set the scenario 'Max number of cycles' to a lower number if processing bulk historical data. - **Sync Tokens**: If updating existing QBO records, always map the `SyncToken`. Failing to do so will result in a 400 Error (Object Locked). - **Date Formatting**: QBO requires specific ISO formats. Use the `formatDate` function in Make.com to ensure strings are accepted. - **ID Matching**: Never map names directly to Reference fields; QuickBooks requires the Internal ID (e.g., `45` instead of `Acme Corp`). Use the Search module first. - **Bundle Limits**: Ensure your trigger isn't fetching more bundles than your Make.com plan allows per cycle to avoid 'Operation Timeout'.

- [ ] **The 'Run Once' Test**: Perform a manual run with a single time entry and verify the 'TimeActivity' appears in QuickBooks 'Weekly Timesheet'. - [ ] **Filter Validation**: Ensure the filter between the trigger and QBO prevents non-billable or draft entries from passing. - [ ] **Customer Creation Check**: Delete a test customer in QBO and ensure the Make scenario successfully recreates them during the next run. - [ ] **Data Integrity**: Confirm that fractional hours (e.g., 1 hour 15 mins) map correctly to decimal format (1.25) in QBO. - [ ] **Error Handler Test**: Temporarily disconnect QBO to ensure the Error Handler (Break/Email) triggers correctly.