Export Hours to QuickBooks

PaceCount tracks your team's clock time, jobs, and approvals, then exports a timesheet file you import into QuickBooks payroll. Staff Management is available on Essentials (up to 2) and Pro (up to 10). Earnings export stays available on Fundamentals, Essentials, and Pro.

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.

The timesheet file is not a live sync of hours. Downloading it does not log into QuickBooks, and it does not import these hours for you. This article is about payroll hours only. On Essentials and Pro, a separate connection from Settings → Integrations copies each new paid Stripe invoice into QuickBooks. That connection does not import these hours and it does not replace this file. See Connect QuickBooks for your books.

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 copy invoices to QuickBooks? Not from this file. On Essentials and Pro, new paid invoices copy after you connect a company. See Connect QuickBooks for your books. This article covers payroll hours only.

Related

• Invite and manage staff