Timesheet & Project Management Blog

 

In this video we are going to integrate Standard Time® with QuickBooks. You can see from this view that I have no projects currently in my timesheet. If I go to tools, projects the list is empty. So what I want to do is bring in the customers and jobs from QuickBooks so that I can begin to track time to them. The first step to do that would be go to the tools menu choose QuickBooks then choose import customers and items. When I choose that this dialog box pops up and tells me that it is going to transfer the customers jobs and service items from QuickBooks to Standard Time; that will allow me to track time to them. You can see customer: job field in QuickBooks maps to our project field and the service item in QuickBooks maps to our category. Make sure QuickBooks is up and running before you start this process.

I’ve switched over to QuickBooks; first thing I want to do is go into customer center, take a look at all my customers and jobs, you can see the list. These are all my clients that I do work for. One of the things you might want to do is go through each one of these and make sure that they are active or inactive, if you are not using them so that they don’t come over into Standard Time. Because Standard Time is going to bring in a list of all the active customers and jobs. You might also want to go to the item list; we talked about how the service item’s map to the Standard Time categories. Here you see a list of all the service items, these are the kinds of work you do the all have a price so you can put those on invoices. You might also consider deactivating any items you are not using. That might be the first step to preparing for the integration this with Standard Time.

One of the first things we see when we go to import the customer’s jobs and items is that we have to grant permission to Standard Time and that is in QuickBooks. As soon as we click this button we then see that QuickBooks wants to allow us to grant permission.  We click yes always continue are you sure you want to allow this access, yes. It tells that this is Standard Time with Scoutwest, we click done. Now we have allowed access and Standard Time is able to continue we’ve imported our lists. We want to go to the tools menu and choose projects and also to the tools menu and choose categories to see these imported items.

After the import let’s go to the tools menu choose projects. We can see that all of these new items were imported; I’m going to go and show them in the timesheet so that I can put time against them. We now see them show up in the timesheet. If I go to the tools menu choose categories, remember that the service items are mapped to categories; I see that these were imported. If I were to open up one of these in the Standard Time timesheet I see these categories under each of the projects.

I’ve entered some time against some of these projects. You see the projects here and then the categories below them, they map to customer: job and then to the service item over in QuickBooks. You see the hours I’ve put against my project. I’ve got my daily totals down below and the weekly total here.

The next thing I’m going to do is go to tools, QuickBooks, export time. When I do that I then have the ability to choose a date range that represents the billing period that I’m going to bill. In this case it’s the 1-15. The next thing I want to do is assign users; this is a mapping between the Standard Time user name and the QuickBooks employee. I have mapped this particular user to the QuickBooks employee, click OK then click export. I’ve exported 11 records over to QuickBooks.

Let’s go over to the QuickBooks program. Go to the employee center to see where the time came in. I’m going to click on this employee go up here and choose use weekly timesheet. You can see all of the entries that I had in the Standard Time timesheet, make sure they are marked as billable. Then you can click save and close if you’ve made any changes there. You can if you like go up to the customers menu and choose create invoices. Choose the customer: job that you’re going to use to create the invoice for and we can then select all of the time, put that on our invoice. Then save and close to run that invoice.

We’re back to Standard Time, hopefully you understand the full round trip message where we import our customer’s jobs and items from QuickBooks. We then put our time into the timesheet, you can see our daily and weekly totals and then we go and export that time over to QuickBooks that we can use for payroll and invoicing clients. Hopefully this tutorial has been helpful.

Watch the video: https://www.youtube.com/watch?v=GIlPqiE59tI

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