Introduction
The VeriClock accounting integration tool is a powerful, easy-to-use way to synchronize VeriClock timesheets with your accounting software.. Currently, VeriClock supports the following accounting software products:
- QuickBooks Desktop for Windows (Enterprise, Premier, and Pro editions
To import and export data between VeriClock and QuickBooks Desktop, download and install the latest VeriClock Companion App on your computer.
If you have questions, contact VeriClock Support at help@vericlock.com, or book a demo with our team: Book an Integration Demo
Or click here to schedule an appointment with our customer success team.
Setup
Binding VeriClock data to your accounting software is a one-time setup. You do not need to repeat this step each time you export time.
VeriClock Companion App
The VeriClock Companion App is used to integrate VeriClock with desktop accounting software such as QuickBooks Desktop and Sage 50. The Companion App acts as a bridge between your accounting software and the VeriClock website. It is required to transmit data securely between the two.
Leave the Companion App running in the background while importing/exporting data. When you connect the VeriClock website to the Companion App, you’ll see a confirmation dialog to verify the request.
Click “Yes” to continue. The Companion App shows connection status for both the VeriClock website and your accounting software. When both show Connected, data can be transmitted between VeriClock and your accounting software.
QuickBooks Setup
Before connecting the Companion App to your QuickBooks company file, confirm the current QuickBooks user has Admin privileges. Admin access is required to grant third-party access to QuickBooks data. A QuickBooks authorization dialog will appear the first time the Companion App connects to your company file.
You can also review the integration certificate in QuickBooks under Edit > Preferences > Integrated Applications > Company Preferences.
In the authorization dialog, click “Learn More about permissions of applications that integrate with QuickBooks” before selecting “Yes” (as shown in the screenshot below).
Only an Admin user can allow third-party access to QuickBooks data. Recommended: select the third option, “Yes, whenever my QuickBooks company file is open
Binding Employees
After navigating to Integrations and confirming the Companion App is connected to both VeriClock and your QuickBooks Desktop (QBD) company file, click Employees (see below).
Employees will be imported from QuickBooks Desktop and displayed in a list. Employee names appear on the left.
Select the checkbox beside each employee you want to bind. Leave the checkbox unchecked for employees you do not want to bind.
On the right, use the dropdown to select the matching VeriClock employee. Each QuickBooks employee/vendor can be bound to only one VeriClock employee..If the VeriClock employee you need isn’t available in the dropdown, it may already be bound to another QuickBooks employee/vendor.
If an employee exists in QuickBooks but not in VeriClock, you can create them during binding. Set the dropdown to Create.
Once you are satisfied with your changes, press the Synchronize button to finalize the bindings. After the page reloads, bound employees are marked with a chain-link icon on the right.
Important Note for QuickBooks Desktop Users
Known QuickBooks Desktop issue: if “Use time data to create paychecks” is not enabled correctly in an employee’s payroll settings, third-party applications (including VeriClock) cannot sync time for that employee. This will occur when you first create an employee and don’t modify the “Use time data to create paychecks” checkbox.
The affected employees are shown as red entries on the employees list.
If you click the link for more details, the following dialog will appear:
VeriClock can often fix this directly from the VeriClock website. Click the Yes or No button depending on your preference, and the screen will refresh with the updated employee.
If the automatic fix fails, you must update the employee setting manually in QuickBooks. A dialog will appear with step-by-step instructions:
Binding Customers/Jobs
Customer/job bindings work the same way as employee bindings. If jobs already exist in VeriClock, select the matching job under the “VeriClock Name” column. Be sure to check the box beside each job before clicking Synchronize.
Binding Service Items/Activities
The bindings are done similarly to employees and jobs. Please see above for more details.
Binding Payroll Items
The bindings are done similarly to employees and jobs. Please see above for more details.
Managing Bindings
To correct a mistake or remove saved bindings, go to Manage Bindings.
Click on each category to expand the view. From there you can see which employees, jobs, payroll items, or service items have been bound. To unbind, just simply click the red Unbind button on the right side.
Settings
There are many options in the settings view that you can use to customize for importing and exporting data between your accounting software.
Please note. Not all options are available for all accounting software products.
Time Activities
Set all events to Billable
This sets the time sheet to billable when we export to your accounting software.
Send customer/job codes with time activity if set
If a job is selected on an employee’s timesheet, VeriClock exports it to QuickBooks. If no job is set, none is exported. Note: your QuickBooks company file may require a job on time entries.
Send service items with time activity if set
If a service item has been set in an employee’s time sheet, VeriClock will export this data to your accounting software. If there is none set, we will not export one. Note: your QuickBooks company file may require a service item on time entries.
Apply service item rules on export
This option will only apply to time sheets that do not have a service item set. When enabled, VeriClock selects the best matching service item based on your Service Item rules. You can configure service item rules in the main Settings tab under Service Items.
Employees/Vendors
You may choose to import either both employees and vendors, just employees, or just vendors to track time against in VeriClock. Please select the option based on how you wish to export time.
Sorting Options
You may choose to sort your data on each of the data tabs either alphabetically or by date.
Time Adjustment Options
The Time Adjustment Options page can be found by clicking the main Settings link at the top of the screen, then clicking Time then Time Adjustment. You can use these options to adjust the number of hours when exporting time to your accounting software.
Round Clock In Time
The clock in time can be rounded up, down or to the nearest interval based on your needs.
Round Clock Out Time
The clock out time can be rounded up, down or to the nearest interval based on your needs.
Add/Subtract
For each shift, you can choose to add or subtract hours if a shift has reached a certain threshold.
Note: If you are using scheduled deductions, it is STRONGLY recommended you do not use add/subtract rules.
Scheduled Deductions
Scheduled deductions will subtract time from your employee’s work shifts starting at the specified time, but only if the employee has worked a certain number of hours. The deduction will be taken from all shifts starting at the specified time until the total amount has been deducted.
Note: If you use Add/Subtract rules, it is strongly recommended you do not also use Scheduled Deductions
Example:
The Rule: Deduct 0.5 hours when employee has worked 8 hours. Deduction starts at 12:30 pm
Employee Shifts: 10:00AM – 12:45PM, 2:00PM – 7:15PM for a total of 8 hours.
The Deduction: Since the shift has been broken up, the system will take 15 minutes off the first shift and 15 minutes off the second shift.
Important note for QuickBooks Desktop Users:
Before syncing time to QBD, please ensure that the "Time" feature is enabled in QBD. To verify this, navigate to Edit > Preferences > Time and Expenses > Company Preferences. The "Do you track time?" option should be set to "Yes", as shown in the screenshot below.
Additionally, ensure that the start of the week in QBD matches your VeriClock settings, as this is crucial for accurate payroll processing.
Syncing Time
Click the Time Activities tab.
Under the Options section you can select some options to filter out only the time sheets you wish to sync to your accounting software.
Sync Filter
All Time
This syncs time sheets that are either approved or unapproved.
Only Approved Time
This syncs time sheets that are approved only.
Only Unapproved Time
This syncs time sheets that are unapproved only.
Employee Filter
You can choose to either include or exclude a set of employees here. Multiple employees can be chosen from the Employee List dropdown.
Job Filter
You can choose to either include or exclude a set of jobs here. Multiple jobs can be chosen from the Job List dropdown.
The included list shows the employees that will have time sheets synced. The excluded list shows employees with time sheets that are ignored. To move employees between the lists click the arrow buttons.
Dry Run
This dry run will perform a mock run of the time sheets that will be synced in your accounting software. If there are any errors, it will be revealed in the results window. Please ensure that all the data looks correct before exporting to your accounting software.
Note: It is a good practice to perform a dry run prior to any live time syncing.
Sync Time
This performs the actual time syncing with your accounting software. Please note that this process may take some time, so please allow it to finish before doing anything else in VeriClock.
Note: It is a good practice to back up your accounting software data prior to any export of data from 3rd party tools.
Sync Results
The summary of time events to sync will be shown here when performing a dry run or a live sync. If there are any issues for events prior to syncing, they will be displayed in red with the error message listed under Notes. If there are any errors in any events, none of the events can be synced.
Timesheets in QuickBooks Desktop
Once the time has synced successfully, you can locate the timesheets in QuickBooks Desktop by following the steps below:
- Open QuickBooks Desktop
- Navigate to Employees > Enter Time > Use Weekly Timesheets
3. Next, select the appropriate date range from the calendar and choose the employee’s name from the dropdown menu. The timesheet for that week should then appear (as shown in the screenshot below).
Troubleshooting
These are the possible errors and what you can do to resolve them.
Error: Employee is not synchronized with (Your accounting software name)
Solution: The employee in VeriClock has not been bound to any employee in your accounting software. You can create bindings from the Employees tab in the integration tool.
Error: Employee (Your employee name) not found in company file)
Solution: The employee that the VeriClock employee has been bound to was not found in the company file. Please check if the employee exists and is set to active.
Error: Service item (Your service item name) is not synchronized with (Your accounting software name)
Solution: The service item in VeriClock has not been bound to any service item in your accounting software. You can create bindings from the Service Items tab in the integration tool.
Error: Service item is not set in clock event
Solution: The service item is required to push data to your accounting software, but it wasn’t set in the clock event. You can add a service item by editing the clock event.
Error: Job (Your job name) is not synchronized with (Your accounting software name)
Solution: The job in VeriClock has not been bound to any job in your accounting software. You can create bindings from the Jobs tab in the integration tool.
Error: Job is not set in clock event
Solution: The job is required to push data to your accounting software, but it wasn’t set in the clock event. You can add a job by editing the clock event.
Error: Employee is using time data to create paychecks, but no payroll item was set
Solution: A payroll item must be specified for the employees who are using time data to create paychecks. You can assign these in the Payroll Rules section under the Settings menu in the VeriClock site.
Error: This event is time guarded and must be addressed
Solution: Time guarded events require admins to review them before using in reports or time syncing. To resolve this, you must edit the clock event and fix the clock out time to the correct value. Once you are done, click Save, and the event can now be used in time syncing.
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