QuickBooks Online Integration for Payroll

Employee time can be sent from Janitorial Manager to QuickBooks online using the integration.

Integration Requirements	Sending Time to QuickBooks Online
Integrating & Mapping QuickBooks Online	Rolling Back Payroll
Enabling QuickBooks Online for Payroll	Overtime in QuickBooks Online
Preparing Payroll	Troubleshooting & FAQ

Integration Requirements

'Time tracking' must be enabled in your QuickBooks Online account to use the Janitorial Manager integration for payroll.

For questions on how to enable time tracking in your QBO account, please contact a QuickBooks representative or refer to their product documentation.

Integrating & Mapping QuickBooks Online

If you haven't already integrated your QuickBooks Online account, click here.

Employees and Locations must be mapped to use the QBO integration for payroll.

Travel Time (hours or paid amount) and Flat Rate pay amounts do not transfer to QuickBooks Online.

Enabling QuickBooks Online for Payroll

On the web portal, go to the Gear icon > Manage Account.
Select the Settings tab.
In the Payroll System dropdown, select QuickBooks Online. The page will save automatically.
- The integration has to be enabled and authorized before it can be selected as a payroll system.

Preparing Payroll

When the QuickBooks Online integration is enabled, the Timecard report (Reports > Time > Timecard) will show the QBO Sync Warning column.

This column will show if a time punch is associated with an unmapped employee or location. Time punches with a sync warning will not be sent to QuickBooks Online.

Sending Time to QuickBooks Online

A payroll cycle must be processed in Janitorial Manager before it can be sent to QuickBooks Online.

Go to the Gear icon > Payroll > Manage Payroll.
In the QBO Sync Status column, select Send to QuickBooks.
- This button is only available for processed payroll cycles.
- A warning will appear for time punches linked to unmapped employees and locations. Please fix mapping errors before resending the data.
Wait for the payroll cycle to sync. Do not close or refresh the browser while the sync is in progress.
If successful, the QuickBooks logo will appear in the QBO Sync Status column.

Once the sync is complete, time punches will be added as Employee Time Entries in QuickBooks Online.

Rolling Back Payroll

Rolling back payroll won't remove synced time entries from QuickBooks Online, and resyncing may create duplicates. To adjust time after syncing, edit directly in QuickBooks or delete punches in QuickBooks before resyncing in JM.

Overtime in QuickBooks Online

Janitorial Manager sends time as Regular Hours. The appropriate overtime settings must be enabled in QuickBooks to convert regular hours to overtime.

QBO's overtime settings override Janitorial Manager's.

Troubleshooting & FAQ

Question: Why don't I see the QuickBooks Online option in the Payroll System dropdown?

Answer: The QuickBooks Online integration has to be authorized before it can be selected as a payroll system.

Question: Why are my employee times slightly different between Janitorial Manager and QuickBooks Online?

Answer: When employees clock in and out, Janitorial Manager records the timestamp to the second (00:00:00), but QuickBooks Online only accepts hours and minutes (00:00). This rounding may cause slight discrepancies in total time.

Question: Why is it taking so long for my payroll to sync with QuickBooks?

Answer: Syncing may take ~5 to 30 minutes depending on the amount of time punches within the payroll cycle. If your payroll cycle processes for more than 30 minutes, try checking your internet connection.

For further troubleshooting, please contact our Customer Support team.

Question: Why can't I see the QBO Sync Status column on the Payroll Maintenance page?

Answer: QuickBooks Online must be enabled as the Payroll System. If you still don't see the column after updating the payroll system:

Clear your browser cache.
Log out and back into your account.

For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.