Administration Guide
3.12.2 - QuickBooks Time Export

If your office uses the QuickBooks accounting package and you would like to use your Senomix system to collect timesheet data for payroll and invoice generation within that system, the QuickBooks Time Export report can be used to create a machine-readable data file which can be imported directly into QuickBooks.

After creating a QuickBooks Time Export report (which will be saved to your computer's Downloads folder as QBTimesheets.iif), that *.iif file can be loaded into QuickBooks through that application's "File -> Utilities -> Import -> IIF Files" menu option:

quickbooks data import

After selecting the Senomix QuickBooks Time Export report you have created and opening it in QuickBooks through the Import IIF Files option:

quickbooks file open dialog

Your data will be imported into QuickBooks:

quickbooks import confirmation

You can then find your exported Senomix data listed under the employee's QuickBooks Weekly Timesheet screen.

If instead of the 'data imported' message shown above you see a warning about missing Payroll Items, such as the following:

quickbooks import payroll warning

Then the QuickBooks Payroll Item for the indicated Employee has not yet been defined in their Senomix user account. If the Payroll Item is missing, an employee in QuickBooks who has their "Payroll and Compensation Info" set to "Use Time data to create pay cheques" will always be prompted for this data, as shown here.

The attributes which are missing a Payroll item will be noted in the "Time/Edit Single Activity" dialog which QuickBooks will display in such situations, such as the following:

quickbooks timer

Instructions on setting Payroll Items for QuickBooks (and preventing this warning from appearing) can be found under the Payroll Item attribute of your Senomix user administration screen and the section regarding the configuration of custom QuickBooks Payroll Items (towards the end of this guide). For now, we will consider what happens on successful import of timesheet data.

For example, considering the following timesheet:

quickbooks example timesheet

The QuickBooks timesheet data would be found listed as follows once the data import had been completed:

timesheet in quickbooks

Timesheet billing codes for project, activity and task are translated within QuickBooks to correspond with that application's "Customer : Job", "Service Item" and "Class" data points, respectively. Any timesheet comments associated with recorded effort hours will also be imported into the entry's associated Notes column in the QuickBooks Timesheet. If the timesheet was imported for a non-salaried employee, the Payroll Item which corresponds to that recorded effort will also be displayed.

As noted in the QuickBooks Data Import section of this guide, the name of a given billing code and employee name must exactly match the corresponding QuickBooks data descriptions under which effort hours are to be listed. If any Employee, "Customer : Job", "Service Item" or "Class" values imported from your Senomix system do not exist within your QuickBooks application at the time your timesheet data is imported, QuickBooks will automatically create a corresponding Employee, "Customer : Job", "Service Item" or "Class" object to match with your timesheet data.

To ensure your QuickBooks items always match your Senomix data, it is recommended that your projects and service items be created in QuickBooks and then imported into your Senomix system rather than creating those items directly in Senomix itself.

The "Billable?" checkbox in QuickBooks will correspond with the Bill state set for your Senomix timesheet lines. If a timesheet line has its "Bill" checkbox checked On, those hours will be imported to QuickBooks as billable and so will have their "Billable?" checkbox also set On in that application. Conversely, Senomix timesheet lines with the Bill checkbox set Off will be designated in QuickBooks as being non-billable, with the QuickBooks "Billable?" checkbox ticked to Off.

Your QuickBooks Export data file should only be loaded into QuickBooks once. If your Senomix data export file is loaded into QuickBooks a second time, the timesheet data will be appended to the records you have already imported (and so the imported employee time will be recorded twice for each imported Timesheet).

Flagging Timesheet Comments / QuickBooks Notes for Non-Export

If you would prefer that some timesheet comments not be imported into QuickBooks as Notes when data is transferred to that application from Senomix, those comments can be flagged to be ignored by entering the text "noqb" at either the start or end of the comment. If the "noqb" text is present at the start or end of a timesheet comment, it will remain in Senomix but not be exported to QuickBooks when you transfer employee time. The "noqb" flag is case-insensitive and so can be written as NOQB, noqb, NoQb, etc. as suits your preferences. To automatically prevent all timesheet comments from being exported to QuickBooks, you can use your QuickBooks server configuration files.

QuickBooks Configuration Files

There are a few configuration options for QuickBooks which are set by editing text files located on the computer which hosts your office's Senomix Timesheets Server. These files can be used to set project-by-project Payroll Items, to identify timesheet lines which are to be exported as 'blank' lines in QuickBooks, and to prevent the export of timesheet comments as QuickBooks Notes. These configuration files are optional and, if set, will always apply your preferences for data transfer when you prepare a QuickBooks export report.

Instructions for adjusting your Senomix server-side configuration files to set QuickBooks employee Payroll Items and other attributes can be found towards the end of this guide (under the heading Server Configuration For Accounting Applications). If you have employees registered as non-salaried staff in QuickBooks, we recommend reviewing that section and adjusting your configuration as appropriate before attempting to export your timesheet data to QuickBooks. If you have any questions about adjusting these configuration files for your QuickBooks data transfer, or to adjust those configuration files for a hosted Senomix plan, please do contact us at support@senomix.com.

A Note For QuickBooks Macintosh OS X Users

If your office uses QuickBooks for Macintosh OS X, you will already be familiar with that application's limitations, with many features available in QuickBooks-for-Windows not present in QuickBooks-for-Mac. Unfortunately, data import is among those missing features and so neither time nor expenses can be exported from Senomix into the Macintosh version of QuickBooks.

To avoid the functionality limitations presented by QuickBooks-for-Mac, many Mac-only offices have chosen to run the Windows version of QuickBooks on their Macintosh computers using a utility such as Boot Camp or Parallels. That configuration will allow your office to import time from Senomix into your office's QuickBooks system and provide you with the time import functionality discussed in this section. There are many web sites and forums which discuss this Mac OS X QuickBooks configuration and they can be found by performing an internet search with the query "QuickBooks Mac Parallels".

A Note for QuickBooks Users Located Outside of the United States

If your office uses QuickBooks and is located outside of the United States, you may have experienced strange behaviour when entering timesheet data into QuickBooks (with some time entries going missing after an import from Intuit's QuickBooks Timer). This is due to a date format bug introduced by Intuit in QuickBooks 2008 and has yet to be resolved as of QB 2015. Intuit is aware of this issue, but has yet to resolve it.

To ensure this QuickBooks date format bug does not interfere with your office's exchange of data with Senomix, we recommend your Windows "Regional and Language Options" of the computer which hosts your QuickBooks installation either be set to use "English (United States)", such as in the following dialog in Windows 7 (accessed through the Control Panel in your Region and Language settings):

region settings in windows 7

or that you use the "Customize..." option available through that dialog to set the Windows Short Date format to be "M/d/yyyy" (as shown above).

If the Windows computer which hosts your office's QuickBooks installation is already set to use the "English (United States)" setting (which is often the default presented when installing Windows), no change is needed -- you will already see the date formats shown above. Regardless of your geographic location or date settings, no change is required for the computers you use to access your Senomix account -- this is a QuickBooks-based bug and does not affect your Senomix system.

If you would like further information about this QuickBooks Timer date format bug, details can be found on Intuit's QuickBooks support forums. You can also contact us at support@senomix.com if you would like us to direct you to further information about this issue.