Tempus Quickbooks Export

Tempus exports staffing timesheets to Quickbooks so you can easily create your payroll and invoices directly from Tempus timesheets.

To use this feature, export a Quickbooks .IIF file from Tempus for your payroll period and download it to your local hard drive. Then, open Quickbooks and import the .IIF file. Quickbooks creates a “Billable” weekly timesheet from the .IIF file for each employee showing the hours worked each day and the total hours for the week. You have full control of the timesheets after import so you can edit as needed.

Payroll Processing

When you’re ready to create paychecks, you just click the Quickbooks “Start Scheduled Payroll” button like you always do. Quickbooks pops up the employee list allowing you to select the ones to pay. Quickbooks then calculates the pay based on the timesheet hours and the pay rates you have entered for each employee.

Invoicing

Invoicing is just as easy. Open the Create Invoices dialog in Quickbooks and choose a customer. Quickbooks pops up list of all the time entries for the customer that have not been billed. You then choose the time entries to include for each invoice line item, enter the employee’s name in the description column and save the invoice. When you’re done, print or email the batch.

Quickbooks Setup Tips

This section documents some of the Quickbooks setup issues that we encountered when we tested the Tempus Export.

  • To set payroll to pay from the timesheets (instead of keyboard entry), go to Edit > Preferences > Time Tracking, click the Company Preferences tab and set "Do you Track Time?" to Yes. This will make the "enter time" dialog visible in the Payroll Center menu bar and allow you to pay and bill from the timesheets.
  • You also have to make a separate entry for each employee that you want to pay from timesheet data. Open the Employee Edit dialog to the Payroll and Compensation Info tab. Check the “Use time data to create paychecks” box/li>
  • To see the timesheets after they have been entered, go to Employees, click the Employees tab, click an employee name, click the "Enter Time" Menu, choose “Use Weekly Timesheets” from the dropdown. This will display the timesheet dialog and allow you to enter, edit or delete timesheet entries.
  • Tempus will set the Billable flag to True when the timesheet export file (.IIF) is created. This will allow the timesheet hours to be easily billed in the invoice function.
  • You must create a Quickbooks Item (i.e. inventory item) of type "Service" with the name "Contract Worker" to support Billable timesheets. The Tempus export file includes this item and it must match the item in your inventory. This item will appear on your invoice to describe the nature of the work that has been done. You can probably suppress the appearance of this item with a Quickbooks custom invoice, but this has not been tested.
  • Create Billing Rate Level entries for all your different rates. It's a little tacky, but that's what you have to do. Open the Employees tab, go to lists, click Billing Rate Level list and create a new entry for each rate that you charge your customers. For example, let’s say you have two employees; one bills out at $40.00/hour, the other at $50.00. You would create two Billing Rate Level items, one for $40.00/hour and one for $50.00/hour.
  • To see the timesheets after they have been entered, go to Employees, click the Employees tab, click an employee name, click the "Enter Time" Menu, choose “Use Weekly Timesheets” from the dropdown. This will display the timesheet dialog and allow you to enter, edit or delete timesheet entries.

Processing Notes

Here are some things you should know about the export/import process, payroll and billing in Quickbooks.

  • The Quickbooks Import option is on the File menu. It’s either on File > Import > IIF Files or File > Utilites > Import > IIF Files.
  • Quickbooks has several import methods. You must use the IIF Files option, not Excel Files, Web Connect Files or Timer Activities.
  • Tempus exports all time entries to the standard Quickbooks "Regular Pay" Payroll Item. If you don’t have a Payroll Item with this exact name you must create one.
  • Quickbooks matches imported timesheets and employees by employee name. So, the employee name in Quickbooks must be exactly the same as the name in Tempus. If the Tempus name is different, Quickbooks will create a new employee with the Tempus name when the time is imported. You'll then have to copy the time to the correct Quickbooks employee manually and delete the new employee.
  • Quickbooks matches imported clients on the timesheets with Quickbooks clients by name in the same way as it matches employees. The client name in Tempus must be the same as the client name in Quickbooks.
  • When you build invoice line items from timesheets, you will have to enter the employee's name manually in the description field on the invoice. Quickbooks has no provision for importing this information. While you're at it, you should add the timesheet number to the name field so your customer can make a positive match between your invoice line and their copy of the timesheet.
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