AccountLinx is an application we offer that bridges the gap between QuickBooks and ExakTime Connect. With AccountLinx, you can:
- Data map between corresponding entities of ExakTime and QuickBooks Online.
- Enable various settings to help tailor your time data for QuickBooks Online.
- Export time data from ExakTime Connect into QuickBooks Online for reporting, payroll, and more.
SyncLinx is the other half of AccountLinx and allows you to import your QuickBooks Online entities into ExakTime to limit duplication of effort. If you would like steps on setting up SyncLinx and importing your QuickBooks Online entities, refer to our article that covers connecting the applications and the importer settings.
As each company can set up its company file in unique ways, we have provided generic steps below to try to cover the basics and may not be able to address all scenarios. It is advised to read through all the steps for each section before proceeding to provide context.
Table of Contents
- Connecting AccountLinx to QuickBooks Online
- Exporting Time Data with AccountLinx
- Troubleshooting QuickBooks Online Errors
Requirements
Installing SyncLinx/AccountLinx
If you do not have AccountLinx/SyncLinx, you can refer to the following dedicated article to help you get everything installed.
Compatible Version of QuickBooks Online
SyncLinx and AccountLinx are currently compatible with the following versions of QuickBooks Online:
- Essentials
- Advanced
- Plus
To take full advantage of the AccountLinx and QuickBooks Online integration (mappable pay types), you must be using QuickBooks Online Payroll.
SyncLinx and AccountLinx are not currently compatible with:
- Simple Start
Pay Types Configuration
If you are using QuickBooks Online Payroll, pay types in QuickBooks Online must be assigned to at least one employee in QuickBooks for them to populate in relevant AccountLinx fields.
Connecting AccountLinx to QuickBooks Online
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Go to Tools and click Exporter Settings.
- Click Select Exporter.
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Select QuickBooks Online and click OK.
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You should see a window to enter your QuickBooks Online credentials. Enter your credentials and click Sign In.
- It is highly advised to log in with a user that is an "Admin" or "Master Admin" as they will have the necessary permission to allow AccountLinx/SyncLinx to communicate with your company file.
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Select a company file from the drop-down menu of associated company files and click Next.
If you encounter any errors while trying to connect AccountLinx with QuickBooks Online, please refer to our dedicated troubleshooting article.
Exporter Settings for QuickBooks Online
AccountLinx offers a few additional settings and options to further tune AccountLinx to suit your business needs.
These settings can be found by navigating to Tools and clicking Exporter Settings. Click Configuration in the menu that opens.
Options
- Company Name - The QuickBooks Online company file that is currently connected.
- Reset QuickBooks Online Connection - This allows you to reset your QuickBooks Online connection if you encounter any issues or need to connect to a different company file.
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Payroll Feature - This checkbox is not user accessible. It is automatically enabled by AccountLinx it when it connects to QuickBooks Online.
- If the option is not checked, your QuickBooks Online company file is indicating the use of "Payroll" and the "Pay Type" options will not be available in AccountLinx. Double-check your QuickBooks subscription if you feel this is incorrect.
- Include vendors in employee list - If enabled, allows you to map your employees to your QuickBooks vendors.
- Map Class to - Map the class field to employees, location, or cost codes. This will add an additional column to the respective mapping option.
- Export as Billable Hours - If enabled, allows you to map the "billable hours" option to locations or cost codes and what hours should be considered for billable hours. This will add an additional column to the respective mapping option.
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Export Pay Types - If your QuickBooks subscription includes "Payroll", specify the type of entity your pay types should be associated with. Only one entity can be selected for pay type mapping.
- None - Pay types are not sent from AccountLinx to QuickBooks Online, and QuickBooks will use the employee's default pay type as configured in QuickBooks.
- Employee - You set Pay Types once per employee. The same Pay Types apply to that employee's hours no matter where they work.
- Cost Code - You set Pay Types per cost code. The Pay Type follows the cost code the hours were recorded against.
- Location - You set Pay Types per location. The Pay Type follows the location where the hours were recorded.
Export Options
- Map as billable - If enabled, will automatically map hours as billable hours.
- Map class as - If enabled, will automatically set the class to the specified class.
- Include QuickBooks Customer in Location match - If enabled, this will allow you to map a location to the customer as well as the jobs for a customer.
- Comments/Notes Export - If enabled, this will allow you to export the comments for an employee, location, cost code, or time record with the time data.
- Location Mapping Required - If enabled, will require a location to be mapped before the time data can be exported.
- Cost Code Mapping Required - If enabled, will require a cost code to be mapped before the time data can be exported.
- Export Location as Service Item and Cost Code as Job/Customer - If enabled, will swap the mappings so your location data will export for the service item and the cost code data will export for a customer/job. This should only be used for extremely unique QuickBooks Online setups.
Data Mapping
Mapping is a required process that allows you to specify what an entity in ExakTime relates to in QuickBooks Online to help create your QuickBooks Online reporting and paychecks.
For information about mapping your data in AccountLinx, refer to the following dedicated article.
Mapping Considerations
Employee Mapping
When mapping employees, you are only able to map a single Arcoro employee to a single equivalent QuickBooks employee/vendor.
Location Mapping
When mapping locations, it is possible for multiple ExakTime locations to be mapped to a singular QuickBooks customers/jobs. This allows you to track detailed locations in ExakTime, but have it all funnel to singular customers if the detail is not needed in QuickBooks.
For example, you may have a shopping complex entered as a QuickBooks customer, but do not have jobs for the customer. You can create multiple locations in ExakTime to track time intimately there, but have it all funnel into the shopping complex customer in QuickBooks. Please be aware that you cannot do the reverse of this with a single ExakTime location going into multiple QuickBooks customers.
Cost Code Mapping
Similar to locations, it is possible for multiple ExakTime cost codes to be mapped to a singular QuickBooks service item. This allows you to track detailed cost codes in ExakTime, but have it all funnel to singular service items if the detail is not needed in QuickBooks.
For example, you may have a simple "Labor" service item entered in QuickBooks. You can create multiple cost codes in ExakTime to track time intimately there, but have it all funnel into the "Labor" service item QuickBooks. Please be aware that you cannot do the reverse of this with a single ExakTime cost code going into multiple QuickBooks service items.
Pay Type Mapping
If you have configured "Pay Types" in the "Configuration" window of AccountLinx, the related data mapping menu will present Regular Pay Type, Overtime Pay Type, and Overtime2 Pay Type columns. Select the appropriate pay types that should be used for every occurrence of the entity.
If any of these columns are blank, the hours are sent without a Pay Type specifed, and QuickBooks Online uses the employee's default Pay Type. The Pay Type you choose must also be assigned to the employee in QuickBooks Online Payroll, or that time record will not export.
Exporting Time Data with AccountLinx
Now that AccountLinx has been connected to your QuickBooks Online company file and you have mapped your data, you should be ready to |exportyour ExakTime time data into QuickBooks Online.
For information about the basic use of AccountLinx, refer to the following dedicated article.
Special Consideration for Employee Hours If You Are Not Using QuickBooks Online Payroll
If you are not using "QuickBooks Online Payroll" when exporting your employees' hours from AccountLinx, you will see that your employees' overtime/double time hours from Arcoro Time will be considered regular hours in QuickBooks Online. This is due to a limitation in QuickBooks Online and requires "QuickBooks Online Payroll" for AccountLinx to be able to specify the "Pay Type".
In these situations, you must manually adjust your employees' weekly timesheet in QuickBooks Online to reflect the appropriate type of hours.
Reviewing Time Data in QuickBooks Online
After the employee's time data has been exported into QuickBooks Online, you can refer to the following steps to review the timesheet:
- Click + New and click Weekly timesheet.
Troubleshooting QuickBooks Online Errors
- The Export Pay Types section is missing.
The Payroll Feature box is not checked, so QuickBooks Online is not reporting Payroll for your company. Confirm your QuickBooks Online Payroll subscription.
- "The QuickBooks Online connection was made without Pay Type access..."
Follow Step 3: click Reset QuickBooks Online Connection and sign in again, approving Pay Type access.
- "QuickBooks Online Payroll returned no Pay Types for the employees of this company..."
Assign Pay Types to your employees in QuickBooks Online Payroll, then close and reopen the mapping screen. Your existing mappings are not cleared.
- "Pay Type [name] is not assigned to employee [name] in QuickBooks Online Payroll"
Assign that Pay Type to the employee in QuickBooks Online Payroll, or pick a different Pay Type in your ALX mapping. Then export again.
- "Employee [name] has no Pay Types defined in QuickBooks Online Payroll"
Add Pay Types to that employee in QuickBooks Online Payroll, then export again.
- Every record fails with "Pay Types could not be loaded from QuickBooks Online Payroll"
ALX could not reach QuickBooks Online Payroll, so nothing was sent. Check your internet and QuickBooks Online connection, then try the export again.
- A Pay Type you just added in QuickBooks Online is not in the dropdown
The list loads once per session. Close and reopen ALX, then open the mapping screen again.