{"id":7529,"date":"2021-04-01T10:29:01","date_gmt":"2021-04-01T10:29:01","guid":{"rendered":"https:\/\/clockify.me\/help\/?p=7529"},"modified":"2026-03-02T12:47:57","modified_gmt":"2026-03-02T12:47:57","slug":"quickbooks-integration","status":"publish","type":"post","link":"https:\/\/clockify.me\/help\/integrations-and-add-ons\/quickbooks-integration","title":{"rendered":"QuickBooks: Clockify integration"},"content":{"rendered":"\n<p>Connect Clockify to your QuickBooks Online account and send time entries.<\/p>\n\n\n\n<p class=\"translation-block note\">QuickBooks integration is a paid feature, which you can enable by&nbsp;<a href=\"https:\/\/clockify.me\/pricing\" target=\"_blank\" rel=\"noreferrer noopener\">upgrading<\/a>&nbsp;your workspace to Clockify&#8217;s Standard, Pro, or Enterprise plan and QuickBooks&#8217; Essentials, Plus, or Advanced plan.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<div class=\"ratio ratio-16x9\"><iframe loading=\"lazy\" title=\"Quickbooks Integration | Clockify Tutorial (2025)\" width=\"800\" height=\"450\" src=\"https:\/\/www.youtube.com\/embed\/dqKhwWYdBoY?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe><\/div>\n<\/div><figcaption class=\"wp-element-caption\">User interface displayed in this video may not correspond to the latest version of the app.<\/figcaption><\/figure>\n\n\n\n<p>Integration supports<strong> QuickBooks Online (Essentials or Plus plan). <\/strong>Doesn&#8217;t work with QuickBooks Desktop or QuickBooks Online Simple Start plan. <\/p>\n\n\n\n<p class=\"tip\">If you have Payroll feature enabled in QuickBooks, Clockify integration won&#8217;t work due to system&#8217;s capabilities.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Connect QuickBooks Online<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Log in to your Clockify account<\/li>\n\n\n\n<li class=\"translation-block\">Go to the <strong>three dots<\/strong> menu next to the workspace name<\/li>\n\n\n\n<li class=\"translation-block\">Choose <strong>Workspace settings<\/strong>, then <strong>Integrations<\/strong> tab<\/li>\n\n\n\n<li class=\"translation-block\">Expand QuickBooks section and click <strong>Connect to QuickBooks<\/strong><\/li>\n\n\n\n<li>Authorize Clockify to access QuickBooks (you&#8217;ll need to be logged in to QuickBooks)<\/li>\n\n\n\n<li>Sync Clockify with QuickBooks<\/li>\n\n\n\n<li>Create missing users from Clockify and missing customers from QuickBooks<\/li>\n<\/ol>\n\n\n\n<p class=\"translation-block\"><strong>Before connecting to QuickBooks<\/strong>, make sure you have invited all users in Clockify, they have accepted the invite, and their names in Clockify (in <a href=\"https:\/\/clockify.me\/help\/administration\/profile-settings\">Profile settings<\/a>) and QuickBooks (their display name) are the same.<\/p>\n\n\n\n<p>If you don&#8217;t have any projects in Clockify, everything will be pulled from QuickBooks so you don&#8217;t have to create anything manually.   <\/p>\n\n\n\n<p><strong>If you add new user in Clockify, or new customer in QuickBooks<\/strong>, you&#8217;ll have to perform the sync again manually in the Integrations tabs before trying to send time to QuickBooks (Clockify won&#8217;t make any changes to your QuickBooks account unless you do it explicitly).<\/p>\n\n\n\n<p>Please note that if you can&#8217;t sync certain time entries, you should check the settings on the QuickBooks side and whether <a href=\"https:\/\/quickbooks.intuit.com\/learn-support\/en-us\/help-article\/close-books\/close-books-quickbooks-online\/L59LelyPM_US_en_US\">Close the Books<\/a> option is turned on for that year. <\/p>\n\n\n\n<p><strong>If you want to connect just one or several specific projects<\/strong> (e.g. to test the integration):<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Create a project with the same name as the customer (or project) in QuickBooks<\/li>\n\n\n\n<li>Create employee(s) in QuickBooks with same name as they have in Clockify<\/li>\n\n\n\n<li>Connect Clockify with QuickBooks<\/li>\n\n\n\n<li>After you&#8217;ve connected, DON&#8217;T create missing users and project (at this point, users and projects between Clockify and QuickBooks with the same name are connected to each other)<\/li>\n\n\n\n<li class=\"translation-block\">Go to Detailed report, <a data-type=\"post\" data-id=\"56\" href=\"https:\/\/clockify.me\/help\/reports\/filtering-reports\">filter<\/a> the report by the project\/user you need, and send to QuickBooks  <\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"778\" height=\"350\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-connect-11.png\" alt=\"\" class=\"wp-image-17294\" style=\"width:638px;height:auto\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-connect-11.png 778w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-connect-11-300x135.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-connect-11-768x346.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-connect-11-18x8.png 18w\" sizes=\"auto, (max-width: 778px) 100vw, 778px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Set up Clockify for the first time<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Invite team members to track time<\/li>\n\n\n\n<li>Make sure their names in Clockify and QuickBooks are the same<\/li>\n\n\n\n<li>Connect QuickBooks with Clockify<\/li>\n\n\n\n<li>Sync users and customers (this will create a project in Clockify for each QuickBooks project\/customer)<\/li>\n\n\n\n<li>Track time on projects in Clockify<\/li>\n\n\n\n<li>Send tracked time to QuickBooks using Detailed report<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">Data mapping<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>User Name in Clockify<\/strong> and <strong>Employee Display Name in QuickBooks<\/strong> have to be identical in order to sync<\/li>\n\n\n\n<li>If user doesn&#8217;t exist in QuickBooks as an employee, you&#8217;ll perform sync in Settings &gt; Integrations &gt; QuickBooks<\/li>\n\n\n\n<li><strong>Project Name in Clockify<\/strong> and <strong>Customer (or Project) Name in QuickBooks<\/strong> have to be identical in order to sync<\/li>\n\n\n\n<li>If you have parent customers in QuickBooks, <strong>Sub-customer<\/strong> in QuickBooks will be treated as <strong>Project <\/strong>in Clockify and its <strong>Parent <\/strong>in QuickBooks will be treated as <strong>Client <\/strong>in Clockify<\/li>\n\n\n\n<li>If a project doesn&#8217;t exist in QuickBooks as a customer (or project), you&#8217;ll first have to create it manually in QuickBooks using the exact same name as in Clockify, and perform sync in Settings &gt; Integrations &gt; QuickBooks<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full is-resized translation-block\"><img loading=\"lazy\" decoding=\"async\" width=\"756\" height=\"304\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-user-employee-mapping11.png\" alt=\"\" class=\"wp-image-17296\" style=\"width:756px;height:auto\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-user-employee-mapping11.png 756w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-user-employee-mapping11-300x121.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-user-employee-mapping11-18x7.png 18w\" sizes=\"auto, (max-width: 756px) 100vw, 756px\" \/><figcaption class=\"wp-element-caption\">Employee name in QuickBooks and user name in Clockify (editable in CAKE.com account <a href=\"https:\/\/cake.com\/help\/administration\/profile-settings\/\">Profile settings<\/a>) must match<\/figcaption><\/figure>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"756\" height=\"485\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-customer-project-mapping11.png\" alt=\"\" class=\"wp-image-17297\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-customer-project-mapping11.png 756w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-customer-project-mapping11-300x192.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-customer-project-mapping11-18x12.png 18w\" sizes=\"auto, (max-width: 756px) 100vw, 756px\" \/><figcaption class=\"wp-element-caption\">Customer name in QuickBooks and project name in Clockify must match <br>(or Customer&gt;Sub-Customer in QuickBooks with Client&gt;Project in Clockify<\/figcaption><\/figure>\n\n\n\n<p>Also, keep in mind that QuickBooks has a robust structure with the hierarchy going up to four levels in depth: <\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>QuickBooks Customer \u2014&#8212;&#8212;&gt; Clockify Client\n<ul class=\"wp-block-list\">\n<li>QuickBooks Sub-customer 1\u2014&#8212;&#8212;&#8212;&gt; Clockify Client and Project (same name)\n<ul class=\"wp-block-list\">\n<li>QuickBooks Sub-customer 2 \u2014&#8212;&#8212;&#8211;&gt; Clockify Client and Project (same name)\n<ul class=\"wp-block-list\">\n<li>QuickBooks Sub-customer 3 \u2014&#8212;&#8212;&#8212;&gt; Clockify Project<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p class=\"translation-block\"><br>This means that you can have customers that are both, a <strong>Parent<\/strong> customer and a <strong>Child<\/strong> customer (<strong>Sub-customer<\/strong>) at the same time (e.g. Sub-customer 2). In that case, when mapping it into Clockify, it will be mapped both, as a <strong>Client<\/strong> (since it\u2019s a <strong>Parent<\/strong> of Sub-customer 3) and a <strong>Project<\/strong> (since it\u2019s a <strong>Child<\/strong> of Sub-customer 1) with the same name.<\/p>\n\n\n\n<p>QuickBooks also has a <strong>Project<\/strong> in their system. Depending on its position in the hierarchy, QuickBooks Project can be mapped either as Project or Client in Clockify as presented in the scheme above.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Send time to QuickBooks<\/h2>\n\n\n\n<p class=\"translation-block\">Once you&#8217;ve connected Clockify and QuickBooks, and synced users and customers\/projects, you&#8217;ll see the QuickBooks button in the <a href=\"https:\/\/clockify.me\/help\/reports\/detailed-report\" data-type=\"post\" data-id=\"49\">Detailed report<\/a>.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Go to the Detailed report<\/li>\n\n\n\n<li>Click QuickBooks button to see all time entries that haven&#8217;t been sent to QuickBooks<\/li>\n\n\n\n<li>Review if you wish to send all the data you see and apply filters if necessary<\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Send to QuickBooks<\/strong><\/li>\n<\/ol>\n\n\n\n<p>Clockify sends the following information to QuickBooks: <\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>User<\/li>\n\n\n\n<li>Description<\/li>\n\n\n\n<li>Project<\/li>\n\n\n\n<li>Date<\/li>\n\n\n\n<li>Duration<\/li>\n\n\n\n<li>Billable status<\/li>\n\n\n\n<li>Billable rate<\/li>\n<\/ul>\n\n\n\n<p class=\"translation-block\">Once all the entries have been sent successfully, the system will mark them as sent. To see time entries that have been sent, click on the QuickBooks dropdown (next to <strong>Showing not sent entries<\/strong>), and choose <strong>Show sent entries<\/strong>.<\/p>\n\n\n\n<p class=\"translation-block\">Once an entry has been sent, it can&#8217;t be sent again. If you make changes to an entry, the change won&#8217;t be reflected in QuickBooks (meaning you&#8217;ll have to manually update time in QuickBooks too). To avoid this, it&#8217;s best to send only <a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/approval\">approved time<\/a> to QuickBooks.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"778\" height=\"474\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-send11.png\" alt=\"\" class=\"wp-image-17298\" style=\"width:775px;height:auto\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-send11.png 778w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-send11-300x183.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-send11-768x468.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-send11-18x12.png 18w\" sizes=\"auto, (max-width: 778px) 100vw, 778px\" \/><\/figure>\n\n\n\n<p><strong>Notes<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>It&#8217;s not possible to send billable entry without a project to QuickBooks<\/li>\n\n\n\n<li>If you turn rounding ON, Clockify will send rounded values<\/li>\n\n\n\n<li>Only Admins can send time to QuickBooks<\/li>\n\n\n\n<li>Individual time entries longer than 23h55m won&#8217;t be sent<\/li>\n\n\n\n<li>Clockify sends user&#8217;s name, date, project (i.e. customer in QB), billable status, hourly rate (if billable), duration, description<\/li>\n\n\n\n<li>Clockify also sends time entries of inactive and deleted users that were previously synced <\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"756\" height=\"945\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-sent-time11.png\" alt=\"\" class=\"wp-image-17299\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-sent-time11.png 756w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-sent-time11-240x300.png 240w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/quickbooks-sent-time11-10x12.png 10w\" sizes=\"auto, (max-width: 756px) 100vw, 756px\" \/><figcaption class=\"wp-element-caption\">Time sent from Clockify will be available as time data in QuickBooks, so you can run reports and invoice <\/figcaption><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Disconnect QuickBooks Online<\/h2>\n\n\n\n<p>To disconnect your QuickBooks account:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Log in to your Clockify account<\/li>\n\n\n\n<li class=\"translation-block\">Go to the&nbsp;<strong>three dots<\/strong>&nbsp;menu next to the workspace name<\/li>\n\n\n\n<li class=\"translation-block\">Choose&nbsp;<strong>Workspace settings<\/strong>, then&nbsp;<strong>Integrations<\/strong>&nbsp;tab<\/li>\n\n\n\n<li class=\"translation-block\">Expand QuickBooks section and click <strong>Disconnect<\/strong><\/li>\n\n\n\n<li>Confirm the action<\/li>\n<\/ol>\n\n\n\n<p>Once you&#8217;ve disconnected QuickBooks, you&#8217;ll no longer see the QuickBooks button in Detailed report and Clockify won&#8217;t have access to your QuickBooks account.<\/p>\n\n\n\n<p class=\"translation-block\">You can reconnect to QuickBooks on the same page by clicking <strong>Connect to QuickBooks<\/strong>.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"984\" height=\"704\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/disconnect-qb11.png\" alt=\"\" class=\"wp-image-17300\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/disconnect-qb11.png 984w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/disconnect-qb11-300x215.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/disconnect-qb11-768x549.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/03\/disconnect-qb11-18x12.png 18w\" sizes=\"auto, (max-width: 984px) 100vw, 984px\" \/><\/figure>\n\n\n\n<div class=\"wp-block-group related-articles\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<h3 class=\"wp-block-heading\">Related articles<\/h3>\n\n\n\n<ul class=\"wp-block-list related-articles-list\">\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/integrations\/integrations\">Overview of integrations<\/a><\/li>\n\n\n\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/integrations\/tracking-integrations-integrations\/jira-integration\">JIRA integration<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"Connect Clockify to your QuickBooks Online account and send time entries. QuickB&#8230;","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_helpful_status":1,"_searchwp_excluded":"","footnotes":""},"categories":[69],"tags":[],"class_list":["post-7529","post","type-post","status-publish","format-standard","hentry","category-integrations"],"acf":[],"featured_image_src":null,"author_info":{"display_name":"aleksandar.olic","author_link":"https:\/\/clockify.me\/help\/author\/aleksandar-olic"},"_links":{"self":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/7529","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/comments?post=7529"}],"version-history":[{"count":112,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/7529\/revisions"}],"predecessor-version":[{"id":30013,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/7529\/revisions\/30013"}],"wp:attachment":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/media?parent=7529"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/categories?post=7529"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/tags?post=7529"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}