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Setting Up Employee Time Sync to QuickBooks

When QuickBooks time sync is enabled for your account, Kudurru Stone can push employee time entries directly into QuickBooks. For this to work, each employee in Kudurru Stone must be linked to their corresponding employee record in QuickBooks. This is done on the user's profile page.

Linking an Employee to QuickBooks

Navigate to Admin → Manage Users, then click Edit on the employee you want to configure.

In the QuickBooks section of the edit form, you will see two fields:

Field Notes
Associated QB Employee The QuickBooks employee record to link to this Kudurru Stone user. Select from the dropdown — the list is populated from your QuickBooks employee list.
Default QB Payroll Item The default payroll item used when syncing this employee's time to QuickBooks (e.g., Hourly Wages, Salary). Select from the dropdown, which is populated from your QuickBooks payroll items.

Select the correct QB employee and payroll item, then save. Repeat for each employee whose time should sync to QuickBooks.

Default QB Payroll item:  If employees will always use the same QB Payroll item you can set one as a default here so that those employees do not need to think about it while entering employee time.

The QuickBooks sync fields only appear if time sync has been enabled for your account. If you do not see these fields, contact Kudurru support to confirm your sync configuration.

Require Approval Before Sync

Kudurru stone supports an optional setting that requires time entries to be approved by a manager before they are eligible to sync to QuickBooks. When this is enabled, unapproved time is held back from the sync regardless of its status in Kudurru Stone.

This setting is configured at the account level by Kudurru Stone support — it is not a self-service option. If you want to enable or disable the approval requirement for your QuickBooks sync, contact support.

For details on the time approval workflow itself, see Approving Time Entries.

Tips

  • The QB employee and payroll item lists are pulled from QuickBooks — if an employee is missing from the dropdown, make sure they exist as an active employee in QuickBooks first.
  • If an employee's time entries are not appearing in QuickBooks after sync, the first thing to check is whether their QB Employee field is set on their profile.
  • The Default QB Payroll Item can be overridden on individual time entries — this setting is just the default that pre-fills the field when logging time.