QuickBooks

After you have approved your time sheets from inside of TimeForge, you are ready to run payroll.

Make sure you have QuickBooks running, and have opened your company file.

Then, choose Synchronize Now from the TimeForge Accounting Translator to start.

Synchronizing your time sheet and payroll data from TimeForge into QuickBooks could take from one to five minutes.

Decide if you would like to receive a pop-up notification when the synchronization is complete.

If you choose to receive a pop-up reminder, TimeForge will notify you after the synchronization is successful and the timesheets have been placed into QuickBooks.

Any notes, errors, or warnings about the synchronization / import will be shown in the Messages screen.

After the time sheets are imported, you can run payroll with QuickBooks. Using QuickBooks, you can run your own checks, or use one of their many options to do electronic payroll.

After you open your QuickBooks company file, you will receive a prompt similar to the above image.

1. Make sure to choose the “Yes, whenever the QuickBooks company file is open.” option.

2. Continue …

Please note: You may receive an additional prompt to ensure that you want to allow TimeForge access to your company file.

The TimeForge Accounting Translator will tell you about the status of the TimeForge synchronization.

1. After permission has been granted to access your QuickBooks company file, you still need to set up the payroll type to import (which is the next step). Click on the link to set up the payroll item type.

A payroll item in QuickBooks is a way to do payroll calculations and reporting. Every item on a paycheck is tracked with a payroll item, thus the name payroll item.

Some items you could track using QuickBooks payroll items include:

- Hourly wages

- Overtime wages

- Salaries

- Sick time

- Vacation time

- Federal, state, and local taxes

- Employee and company 401(k) contributions

- Garnishments such as child support

- Benefits such as health insurance, health club dues

- Etc…

Payroll items are also required to track non-taxable items such as:

- Mileage reimbursements

- Employee loans

- Etc…

TimeForge allows you to choose a payroll item for importing time sheets. Currently, TimeForge only allows one payroll item to be chosen for all imported time sheets. In the future, TimeForge will allow separate payroll items for hourly, salaried, sick, vacation, and overtime.

Choose an appropriate payroll item to import the time sheets.

Before importing staff time sheets, make sure to review the Employee List.

TimeForge imports employees into QuickBooks based on their Full Name (the combination of their first name, middle name, and last name).

Because TimeForge imports employees into QuickBooks based on their Full Name (the combination of their first name, middle name, and last name), you will want to make sure that these lists of staff members are both correct.

1. This is a list of employees who are present in TimeForge (and may have time sheets), but are not in QuickBooks. The time sheets for these employees will not be imported into QuickBooks. To import the time sheets for these staff members, please add the employees into QuickBooks.

2. This is a list of employees who are present in QuickBooks, but are not in TimeForge. These employees do not have TimeForge accounts, nor do they have time sheets. If you would like to collect time cards for these staff members, please add the employees to TimeForge.

If the TimeForge Accounting Bridge was not properly configured to use a Web Service account, you will first need to configure the Web Services.

If the TimeForge Accounting Bridge has not yet been fully configured, make sure to set up the Web Service Username and Password.

These values can be configured on the TimeForge web site, and will allow the software to communicate with TimeForge securely.

Review the TimeForge Accounting Bridge dashboard.

1. Click on this link to set up the type of QuickBooks payroll that is imported. TimeForge will import all payroll hours (time sheets) as a single type of pay, for example, as “Regular Pay” or “Hourly Rate”. If you would like to split the time into multiple payroll types, this will need to be done inside of QuickBooks.

2. If a QuickBooks file is currently open, the company file will be displayed. In this example, no QuickBooks company file is open.

3. A status message about QuickBooks will be displayed. In this example, QuickBooks does not appear to be running.

You are all done! You can start using TimeForge and QuickBooks to process your payroll.

Begin installing the TimeForge Accounting Bridge software.

Accept the terms of the End User License Agreement.

Choose a directory to install the TimeForge Accounting Bridge. The default is usually correct.

Choose the Start Menu Folder to install the software.

1. If you already have a TimeForge account, enter your Web Service Username and Password to connect with TimeForge.

A web service username and password is not the same as your TimeForge username (usually your email address), but is a secured username and password that allows the TimeForge Dinerware Bridge to communicate with TimeForge.

You can create a Web Service account by logging into your account, and go to the Settings for your location / store. You can then set your web service username and password.

2. If you do not yet have a TimeForge account, get started by creating a TimeForge account. We will create a Web Service Username and Password for you automatically.

If you need to create a TimeForge account, please fill out all of the fields, including your company name, first and last name, email address, password, and a password recovery answer.

We will automatically create your Web Service Username and Password for you.

Finish the TimeForge Accounting Set up.