Sync Billable Time Entries to QuickBooks Online (Zapier)
Automate invoice generation and project costing by syncing approved time logs directly to QuickBooks via Zapier.
Tools: Time Tracker → QuickBooks
Platform: Zapier
Short Answer
Every approved time entry in your tracker automatically creates a 'Time Activity' in QuickBooks Online. This ensures that billable hours are ready for invoicing and labor costs are accurately reflected in your financial reports without double data entry.
The Problem
Manual entry of timesheets into accounting software is prone to human error and delays invoicing. Without a direct sync, businesses struggle to maintain real-time visibility into project profitability and employee productivity in QuickBooks Online.
The Outcome
Every approved time entry in your tracker automatically creates a 'Time Activity' in QuickBooks Online. This ensures that billable hours are ready for invoicing and labor costs are accurately reflected in your financial reports without double data entry.
Step-by-Step Guide
1. **Log in to Zapier**: Click 'Create Zap'.
2. **Set the Trigger**: Search for your Time Tracker (e.g., Toggl, Harvest, Clockify). Select the event 'New Time Entry' or 'Time Entry Approved'. Follow the prompts to connect your account and perform a 'Test Trigger' to pull in sample data.
3. **Add a Filter (Filter by Zapier)**: Since not all time may be billable, add a Filter step. Set it to 'Only continue if...' [Billable Status] [Boolean Is True].
4. **Map Employee to QuickBooks**: QuickBooks requires an Employee ID, not just a name. Use the **Lookup Table** function in 'Formatter by Zapier' to map the name from your tracker to the exact Employee Name or ID used in QuickBooks.
5. **Find or Create Customer**: Add a QuickBooks Online 'Find Customer' action. Use the Client Name from the trigger. Check the box 'Create QuickBooks Online Customer if it doesn't exist yet' to prevent errors if a new client is billed.
6. **Create Time Activity**: Add the 'Create Time Activity' action for QuickBooks Online.
7. **Configure Fields**: Select 'Employee' (from your Lookup Table) or 'Vendor'. Map the 'TxnDate' to the entry date, 'Duration' to the duration field, and 'Description' to the task notes.
8. **Handle Rounding**: Use 'Formatter by Zapier (Numbers)' if your tracker sends time in seconds/minutes but QuickBooks requires decimal hours (e.g., input/3600).
9. **Error Handling**: Click the '+' icon after the QuickBooks step and select 'Path'. Set Path A for 'Success' and Path B for 'Catch Error' if the QuickBooks API returns a 400 error (common for locked periods).
10. **Final Test**: Click 'Test Step'. Verify the entry appears in QuickBooks under 'Time Activities'. Turn on the Zap.
Data Mapping
| Source Field (Time Tracker) | QuickBooks Field | Zapier Transformation / Logic |
| :--- | :--- | :--- |
| `Entry Date` | `TxnDate` | Date/Time Formatter (ISO 8601) |
| `Duration (Seconds)` | `Duration` | Formatter: Divide by 3600 (to get decimal hours) |
| `Client Name` | `CustomerRef` | Use 'Find Customer' Step ID output |
| `Task Description` | `Description` | Map directly; add 'Draft' prefix if needed |
| `Employee Name` | `EmployeeRef` | Lookup Table (Formatter) to match QBO Display Name |
| `Hourly Rate` | `HourlyRate` | Required if 'Billable' status is 'Billable' |
Gotchas & Failure Modes
- **The Customer Lookup Trap**: Never map a Name string directly to the Customer field in the QuickBooks action. You **must** use the ID returned from a 'Find Customer' step, otherwise the Zap will fail.
- **Locked Accounting Periods**: If the time entry date falls within a closed/locked period in QuickBooks, the Zap will error. Use a Filter or Path to catch these.
- **User Mapping**: Ensure the email address or display name in the Time Tracker matches exactly with the 'Employee' or 'Vendor' list in QuickBooks. Case sensitivity matters.
- **Task Usage Quotas**: Every step in Zapier (Filter, Formatter, Lookup) consumes a task. If syncing high-volume entries, consider grouping entries if your Time Tracker supports 'New Summary' triggers.
Verification Checklist
- [ ] Trigger test pulls a valid, billable time entry with a duration.
- [ ] Formatter step successfully converts seconds/minutes to decimal hours.
- [ ] 'Find Customer' step returns a valid QuickBooks ID (not an error).
- [ ] The 'Time Activity' in QuickBooks shows the correct duration and billable status.
- [ ] Zap History shows 'Success' and no task loops or unnecessary data transfers.
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