Integrations & Add-ons

Clockify Help Center Integrations & Add-ons QuickBooks Payroll add-on

QuickBooks Payroll add-on

3 min read
Who can use this feature?
Admins and owners
Clockify account with Standard plan or higher and Quickbooks Online account (Essentials, Plus, Advanced, or accounts with Payroll enabled)

The QuickBooks Payroll add-on lets you connect your Clockify workspace to sync your time tracking, financial reporting, and payroll processing with Quickbooks Online.

Note

This is a paid add-on that requires a separate subscription from your Clockify plan. The add-on subscription fee is $6.99 per month for the whole workspace.

Before you begin #

For Clockify and QuickBooks to communicate properly, the names of your users and clients must match perfectly in both systems.       

  1. Match Employees: The User Name in Clockify (found in Profile settings) must be identical to the Employee Display Name in QuickBooks.
  2. Match Customers: The Project Name in Clockify must be identical to the Customer Name (or Project Name) in QuickBooks.  

Install the add-on #

To install the add-on:

  1. Go to the CAKE.com Marketplace.
  2. Select Quickbooks Payroll from the list of add-ons
  3. Click Install
  4. Follow the prompts to complete the installation

Connect your accounts #

To begin connecting your Clockify account with Quickbooks:

  1. Log in to your Clockify account
  2. Click on the three dots icon next to your workspace name
  3. Go to Workspace Settings
  4. Click the Add-ons tab
  5. Click the three dots icon next to QuickBooks Payroll
  6. Choose Settings

6. Click Connect to Quickbooks

Tip

Make sure you have your QuickBooks login details handy to easily authorize the connection.

After successfully completing the integration, you should be able to see your team in your Quickbooks account by going to Team > Employees.

Send time entries to Quickbooks #

To send time entries to Quickbooks from Clockify:

  1. Go to Reports > Detailed
  2. Filter the reports as needed (e.g., by Client, Team member, Project, or date range)
  3. Click on the Actions drop down on top of the table
  4. Select Send to Quickbooks Payroll

A pop-up window should appear to confirm that entries were sent to QuickBooks.

What gets sent? 

Clockify will push the following:

  • User’s name
  • Date
  • Project (Customer)
  • Duration
  • Description
  • Billable status
  • Billable rate

Once sent, the entries are marked as “Sent” in Clockify and cannot be sent again.

To find sent entries in Quickbooks, go to QuickBooks Reports and open the Time Activities by employee Detailed Report.

Note

The maximum duration for an individual time entry that can be sent from Clockify to QuickBooks is 23 hours and 55 minutes. Time entries that exceed this limit will not sync successfully. Split the tracked time into two or more separate entries within Clockify before exporting the data to QuickBooks.

Uninstall add-on #

To uninstall the QuickBooks add-on:

  1. Go to Workspace settings
  2. Click on the Add-ons tab
  3. Click the three dots icon next to QuickBooks Payroll
  4. Click Uninstall
  5. Confirm the action

Frequently Asked Questions (FAQs) #

What should I do if the integration gets stuck or data fails to process repeatedly?

If your data mapping is completely accurate but the sync remains unsuccessful, resetting the API handshake usually clears the error:

  1. Go to Clockify Workspace settings > Add-ons tab
  2. Select the dropdown arrow next to QuickBooks and click Disconnect
  3. Confirm the action
  4. Click Connect to QuickBooks again and follow the prompts to complete a fresh reauthorization

Related Articles

Manage and configure add-ons
QuickBooks: Clockify integration
Start using add-ons

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