Summary:
You can transfer Web TimeSheet projects, tasks, and roles to QuickBooks.
As shown below, there are essentially five combination that can be used when transferring the data:

Transfer Projects as…Transfer Items as…Transfer Roles as…

Jobs………………………….Items……………………..Not transferred
Jobs………………………….Sub Jobs…………………Not transferred
Jobs………………………….Sub Jobs…………………Items
Jobs………………………….Not transferred………..Items
Items………………………..Sub Items……………….Not transferred

Prerequisites:

Before transferring project, task, and role data, ensure the following steps have been taken:

  • If you are transferring Projects to QuickBooks as Jobs, ensure that the clients assigned to the projects exist in QuickBooks as customers, either through manual entry, or transfer by the integration module. If the customers do not exist in QuickBooks, the transfer will fail, unless the customer associated with the project is <None>.
  • If you are transferring Projects, Tasks, or Roles to QuickBooks as Items, verify that the value being mapped to the Service Item Account is listed in the Accounts section of QuickBooks. Below is a table of the available mappings to Service Item Account, depending on the relationship defined between the data structures in the two applications.

Relationship:
Projects as Jobs
Tasks as Items
Available Mappings to Service Item Account:
Task Code
User Defined Field (Project/Task Category)

Relationship:
Projects as Jobs,
Roles as Items (with or without Tasks as Sub Jobs)
Available Mappings to Service Item Account:
Role Description

Relationship:
Projects as Items
Tasks as Sub Items
Available Mappings to Service Item Account:
Project Code,
Project Description,
Task Code,
User Defined Field (Project/Task Category)

Adding Accounts to QuickBooks:

  • Within QuickBooks, select Lists from the main menu, and select Chart of Accounts.
  • If the value mapped to Service Item Account does not exist in the Chart of Accounts, click the Account button at the bottom of the screen, and choose New.
  • Select the type of account you wish to create from the drop down menu.
  • Enter the name of your selected option, using the value mapped from Web TimeSheet, and click OK to add the account.

Important Considerations:
• If you are transferring Tasks as Sub Jobs, only the first 3 task levels (the task, its child, and the child’s child) will be transferred due to a limitation on the number of sub job levels in QuickBooks. If you are transferring Tasks as Items, only the first 5 task levels will be transferred due to a limitation on item levels in QuickBooks. If you have chosen to transfer Tasks as Sub Items, only 4 task levels will be transferred as the Project will take up the first item level.

Transferring Project, Task, and Roles Information:
To transfer Projects, Tasks, and Roles from Web TimeSheet to QuickBooks, select Jobs/Items from the Navigation side menu and follow the directions provided by the Job/Item Transfer Wizard.

Be sure to do the following when navigating through the wizard:

  • Select when asked to choose a direction of transfer
  • Select the relationship you determined by defining the relationship between data structures.
  • If you are transferring Projects, Tasks, or Roles to QuickBooks as Items, ensure a Web TimeSheet field is mapped to Service Item Account.