How do I export timesheet data in QuickBooks Desktop format?

You can export timesheet data in a format that can then be uploaded to QuickBooks Desktop for processing in QuickBooks Payroll. This format cannot be used with QuickBooks Online.

Getting your QuickBooks Company Information (you need to do this only once)

Before you can import data into QuickBooks, you first need to enter some company information into Clean Smarts.  These first steps can only be done by your Clean Smarts account administrator.

  1. Log into the Clean Smarts web portal and go to Admin > Company Settings. Under Payroll Integrations select "QuickBooks Desktop".
  2. Open QuickBooks Desktop.
  3. In the QuickBooks menu, go to File > Utilities > Export > Timer Lists and save the file to your desktop.
  4. Open spreadsheet software such as Microsoft Excel and drag the saved .iif file onto the Excel application window.
  5. Find the two column headings in the first row labeled "COMPANYNAME" and "COMPANYCREATETIME".
  6. Copy the value underneath the "COMPANYNAME" heading into the "QuickBooks Company Name" field in the Clean Smarts company settings form.
  7. Copy the value underneath the "COMPANYCREATETIEM" heading into the "QuickBooks Company Create Time" field in the Clean Smarts company settings form.
  8. Click Submit Changes in Clean Smarts to save the changes to the two settings you added.

Import Timesheet Data into QuickBooks

Once the above steps have been completed, you can import data into Quickbooks by following the steps below.

Important!

QuickBooks Job descriptions and Employee names must match  EXACTLY between the two systems in order to import data. Your first import should only include one or a few employees in order to test that everything is mapped correctly. If data is imported incorrectly, you can only reverse the process by going user-by-user in the Employee section and deleting time activity that has been imported.

  1. In the Clean Smarts web portal, go to Time Tracking > Approve Hours.
  2. Double check that the location and date ranges are correct.
  3. Once all hours have been approved and errors cleared, click on the "QuickBooks" download button.
  4. Open QuickBooks Desktop.
  5. In the QuickBooks menu, go to File > Utilities > Import > Timer Activities.
  6. Select the downloaded .iif file. Click OK if a pop-up appears. QuickBooks will import the data and allow you to view a report of the results of the import.

Clean Smarts maps data like this:

  • Locations are mapped to Jobs (the "JOB" column in the .iif file)
  • Employee names are provided in the format of "last name, first name"
  • Pay codes are mapped to Payroll Items (the "PITEM" column in the .iif file)

Note that Project Codes, Items, and Billing Statuses are not used.

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.

Still need help? Contact Us Contact Us