QuickBooks – WorkforceHub Integration Setup
The QuickBooks integration offers companies an efficient way to sync employee and payroll data between QuickBooks Online and WorkforceHub. This integration can be set up by a Company Admin and requires an active QuickBooks account. While not required for the initial setup, payroll should also be set up before you integrate the systems. This allows for full functionality of the payroll sync.
IMPORTANT: The integration is not compatible with all versions of WorkforceHub—just WorkforceHub Advanced and Plus. Also, if your WorkforceHub instance is already integrated with another payroll platform for employee data, then it cannot be integrated with QuickBooks Online.
Setup Video
This video walks you through the instructions in this article.
Connect to QuickBooks
Integration setup is done on the Admin tab of WorkforceHub and requires your QuickBooks administrator-level login and password.
To register the integration:
- Select Integrations from the Admin tab of WorkforceHub.
- Select QuickBooks from the listed, available integrations.
- Under the Client Configuration section, click SETTINGS.
- Select Connect to QuickBooks.
- Enter the login and password you use to access QuickBooks. The login needs to be an admin level user for the account.
- Click Sign in.
If successful, the Client Configuration card updates with your company name.
Employee Sync
The employee sync transfers employee data from QuickBooks to WorkforceHub with QuickBooks serving as the system of record. Employees must have an email and employee ID in QuickBooks to be synced to WorkforceHub.
The SETTINGS button in the Employee section displays the fields synced between the two systems.
IMPORTANT: For Sites with Existing Employee Data in WorkforceHub
If you have existing employee data in WorkforceHub, the integration will overwrite any of the synced fields with values from QuickBooks. (See the table below for which fields are synced between the two systems). Also, if any employees have different employee ID numbers between the two systems, the integration will create duplicate employees in WorkforceHub. Make sure employee IDs match before you run the payroll sync.
Synced Employee Fields
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QuickBooks
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WorkforceHub
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Employee ID
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Employee Code
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First Name
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First Name
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Last Name
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Last Name
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Email
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Email
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Phone
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Mobile Phone
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Hire Date
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Original Hire Date
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Release Date
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Termination Date
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Run the Initial Sync
When you are ready to sync employee data, click the SYNC button under the Employee card. The process can take up to 5 minutes, depending on how many employees are in QuickBooks. Once complete, you can click VIEW LOGS to see a summary of the employees added. Any errors are also listed. These are usually due to the employee having a non-unique ID or missing an email.
Enable the Recurring Sync
The employee sync can run automatically, approximately every 4 hours, by enabling Recurring Sync. This updates WorkforceHub automatically with any new hires as well as changes to existing employees' synced data. Last Sync run updates with a date and time every time the recurring sync runs. A record of the sync is also tracked in the logs.
Terminating Employees
When terminating employees, always do so in QuickBooks, not WorkforceHub. Because the direction of the sync is from QuickBooks to WorkforceHub, terminating an employee in WorkforceHub does not terminate them in QuickBooks. If you want to update WorkforceHub with an employee termination immediately, terminate them in QuickBooks and then manually run the employee sync in WorkforceHub.
