Permissions
Always remember to ensure the correct people have the appropriate permissions to access your company and project materials. This can be done per individual or by applying Permission Templates.
In order to push time to QuickBooks Online, users will need Manage permissions for Timecenter
The Correct Process to Push Time Entries to QBO
From Time Center
To simplify, here is how to correctly push Time Entries to QBO:
Approve > Push to QB
Navigate to Time Center from your company dashboard (SiteMax).
Select the checkbox next to the user's name for the time entry you want to push to QBO.
Time entries must be approved. Click "Actions" and choose "Approve."
Once approved, select the user's time entry again and click "Actions," then choose "Push to QB."
Once time entries have been pushed to QB the status will change from "Approved" to "Processed".
From Timecards
To simplify, here is how to correctly push Time Entries to QBO:
Approve > Push to QB
From SiteMax, Select a project from your company dashboard and go to Timecards.
Choose the user's time entry you want to push to QuickBooks by selecting the checkbox next to their name.
Follow the approval process by clicking "Actions" and selecting "Approve."
After approval, select the user's time entry again and click "Actions," then choose "Push to QB."
5. Once time entries have been pushed to QB the status will change from "Approved" to "Processed".
Note: It is very important to follow the correct process so information will correctly appear in QBO.
How to Ensure Successful Transfer of Time Entries from SiteMax to QBO
To make sure all time entries from SiteMax are successfully pushed to QuickBooks Online (QBO), keep the following points in mind:
Sync Projects and Jobs:
Ensure the project or job associated with the time entries is properly synced between SiteMax and QBO.
Even if users are synced correctly, the transfer won't work unless the associated project is also synced because QBO needs to map the information accurately.
Check Time Entry Status:
Verify the status of the time entry in SiteMax to see if it has been pushed to QBO (The status should show “Processed”.
2.a Troubleshooting:
If a user's time entry does not appear in QBO, and the project and users are synced, check the status in SiteMax.
If the status is “Processed” but not appearing in QBO, it might be due to clicking “Process” instead of “Push to QB”.
Quick Fix: If you accidentally clicked “Process” instead of “Push to QB”, click “Undo Process” and then select “Push to QB”.
Common Issues and Solutions
Duplicated Time Entries:
If a time entry has already been pushed to QBO and you click “Undo Process” in SiteMax and then “Push to QB” again, the entry in QBO will be duplicated.
Tip: Always check both QBO and SiteMax for any missing entries before taking any action to avoid duplications.
Actions After Approving Time Entries:
To ensure the time entry appears correctly in QBO, after clicking “Approve” in SiteMax, click “Push to QB”.
Understanding "Process" and "Push to QB" Options
Process
Use this option when there is no integration with QBO. It completes the processing of time entries for internal reporting.
Push to QB
Use this option to transfer the time entry to QBO. This is the final step in processing time entries when there is an integration with QBO.
How to Find Time Entries Pushed from SiteMax to QBO
From the QBO dashboard, go to the Projects module.
Select a project to view its overview.
Scroll down to the middle of the page and find the “Time Activity” tab.
Choose a time period to see the employees with their time entries.
If you have followed all the instructions and best practices but still can't find the time entries, notice discrepancies, or have other issues, we can help investigate. To do this, we need you to provide the payroll report from QuickBooks Online (QBO). Please follow these steps to run the payroll report:
Go to the "Reports" module.
Click on "Reports."
Hover over "Find report by name."
Look for "Time Activities by Employee Detail."
Note: We can assist with the investigation, but if the issue is with QBO and not SiteMax, please contact QBO support for further assistance.
Summary & Disclosures
If a time entry is not appearing in QBO and the status in SiteMax is “Processed”, the potential issues could be:
The project selected for that time entry is not synced to QBO.
You clicked “Process” instead of “Push to QB”.
User and employees need to be mapped to push time entries
Time will be created with duration only (we don’t send start time)
Service Item will be match with cost code name if there is a match (entries without a match will be created without)
Customer (job) will be included only if mapped (we will create anyway without customer)
Billable value is not set and will fall back on default (likely 0 NotBillable)
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