Staff
Export Hours to QuickBooks
Approve your team's hours in PaceCount and export a timesheet file to import into QuickBooks payroll. A one-way export, not a live sync.
Last updated July 24, 2026
PaceCount tracks your team's clock time, jobs, and approvals, then exports a timesheet file you import into QuickBooks payroll. Staff Management and Earnings are available on the Essentials and Pro plans.
What this connection is (and isn't)
PaceCount is the system of record for field labor; QuickBooks (or Gusto/ADP) stays the system of record for payroll — taxes, net pay, and filings. The connection is a one-way export: you download a timesheet file and import it into QuickBooks.
It is not a live sync. PaceCount does not log into your QuickBooks account, there's no two-way sync, and your customer invoices do not sync into QuickBooks accounting — this is about payroll hours only.
Step 1 — Map each team member once
Open Staff Management → Manage and set each person's payroll mapping:
- QuickBooks Employee ID — must match their QuickBooks Display Name exactly, or their hours won't import.
- Hourly rate (optional) — shows an estimated total in PaceCount only; it doesn't set pay in QuickBooks.
- Default service item and overtime eligible (optional).
Anyone without a mapping is skipped on export, and PaceCount warns you.
Step 2 — Approve hours
On the Earnings report, approve or reject the pending time entries. Only approved hours are exported. Timers still running can't be paid until they're clocked out.
Step 3 — Export the file
From the Earnings report, download a QuickBooks timesheet file — either per entry (one row per clock segment) or daily summary (one row per person per day). Save the file promptly, since the download link is available for a short time.
Step 4 — Import into QuickBooks
In QuickBooks Online Payroll, go to Import Timesheets → Custom file upload, upload the file, map the columns the first time, and save the format for future one-click imports.
Step 5 — Finalize the period (optional)
Finalize a completed pay period to lock approved hours into Earnings Summary records for your files. These are for payroll preparation, not tax pay stubs. Corrections after finalizing require a new period.
Common questions
- Someone's hours didn't import. Their QuickBooks Employee ID in PaceCount must match their QuickBooks Display Name exactly. Fix it and re-export.
- Does PaceCount calculate net pay or taxes? No — QuickBooks handles withholding, net pay, and filings.
- Can I sync invoices to QuickBooks? No. This covers payroll hours only.