Integrate with QuickBooks Time
This article is for admins who want to connect QuickBooks Time to Gusto.
QuickBooks Time (formerly TSheets) is a time-tracking and scheduling tool for employees. When you connect QuickBooks Time to Gusto, you can sync employee time-tracking data directly to payroll.
This integration syncs:
Time for hourly employees
Overtime hours for salaried employees who are eligible for overtime
This integration does not sync time for contractors or salaried/exempt employees.
Watch this video to learn more about integrating QuickBooks Time with Gusto. Your Gusto experience may look different from what is shown in this video.
You must be an admin in both QuickBooks Time and Gusto to set up the integration. If needed, another admin can add you as a user in QuickBooks Time and make you an admin.
To integrate your QuickBooks Time account with Gusto:
Go to the App directory.
Search for QuickBooks Time.
Select Connect to QuickBooks.
We redirect you to your QuickBooks Time account. Confirm sharing permissions to activate the integration.
Match your employees: To sync hours, you must match each employee’s Gusto profile with their QuickBooks Time profile.
If the employee’s email address in QuickBooks Time matches their email address in Gusto, we’ll automatically match them.
For more information, go to the Match employees between Gusto and QuickBooks Time section of the article.
Click Match accounts. You can now sync hours for each matched employee.
Once you connect the integration, QuickBooks Time appears in your Gusto App directory under Connected apps.
Before you can sync employee hours to Gusto, you must match each employee’s Gusto profile to their QuickBooks Time account.
To match employees:
Go to the App directory.
Search for and select QuickBooks Time.
Click Match Accounts.
Review the list under the headline Employees with No Matches in QuickBooks Time. These are employees who have not yet matched.
Note: If the employee’s email address in QuickBooks Time matches their email address in Gusto, we’ll automatically match them.
Choose one of the following options for each employee:
Match with an Existing Gusto Employee Profile
Create a New Employee in Gusto: Note that this option does not automatically create a new profile. You will need to add a new team member to create their profile in Gusto.
Don’t Sync: Choose this option if you do not want to sync hours for this employee.
Once you’ve selected an option for each employee, click Match Accounts to finalize the matching.
You can only sync hours to a regular payroll. Hours cannot sync to off-cycle, bonus, transition, new hire, or dismissal payrolls.
To sync hours to a regular payroll:
Go to Pay.
Select the payroll you want to run.
In the banner above the payroll information, click Sync hours from QuickBooks Time.
This only appears if you connected QuickBooks Time to Gusto.
We sync the hours you approved in QuickBooks Time to your payroll. Keep in mind what will and will not sync:
Hours that you have not approved will not sync to Gusto.
Regular hours only sync for hourly employees.
Overtime hours only sync for salaried employees who are eligible for overtime.
Hours do not sync for salaried employees who are not eligible for overtime.
Change synced hours
Before running payroll: If you have not yet processed payroll, you can unapprove the hours, reapprove them, and then resync the hours to Gusto. This action overwrites any previously synced data for that pay period.
After running payroll: You cannot resync hours to payroll once it has been processed. If you cancel the payroll to make changes, you must update hours manually.
Employees with multiple jobs
If you manage multiple jobs (also known as “customers” or “clients”) in QuickBooks Time, you can sync hours to Gusto based on job titles. Make sure the job title in QuickBooks Time matches the job title in Gusto exactly. We add any hours that do not match a job title in Gusto to the employee’s primary job.
If you do not use jobs in QuickBooks Time, the hours sync to the employee’s primary job title in Gusto.
Workweek breakdown
Overtime hours automatically sync to the workweek breakdown.
After you set up the QuickBooks Time integration, you can create a QuickBooks Time account for an employee in Gusto.
To add an employee to QuickBooks Time from Gusto:
Go to the App directory.
Search for and select QuickBooks Time.
Next to the employee’s name, click the three dots icon.
If you do not see this: You must be an admin in both QuickBooks Time and Gusto to proceed. If needed, another admin can add you as a user in QuickBooks Time and make you an admin.
Click Create Account.
Sign in to your QuickBooks Time account to invite the employee and activate their account.
If you record paid time off in QuickBooks Time, you can sync those hours to Gusto.
Important: We only sync hours from paid time off policy types. You must manually record unpaid time off and holiday hours in Gusto.
To sync paid time off hours:
Set up the policies:
Make sure you’ve created the time-off policy in both QuickBooks and Gusto.
To sync, the policy names in QuickBooks Time and Gusto need to match exactly. If needed, edit the name in either platform to match.
Log the employee’s time off in QuickBooks Time.
The next time you sync hours to Gusto, approved paid time-off hours will sync to the matching pay period in Gusto.
Accruals
If you set up PTO accruals in both Gusto and QuickBooks Time: We do not receive updated PTO balances from QuickBooks Time. Use QuickBooks Time as your source of truth for time off accruals.
Time off requests
To prevent issues, we recommend managing time-off requests on only one platform — either Gusto or QuickBooks Time. Using both platforms for requests can result in duplicate PTO hours.
Here are some common issues and their solutions.
Issue
Resolution
“QuickBooks Time requires admin permissions” error message
You must be a QuickBooks Time admin in the account you want to connect to.
Here’s how to check: In QuickBooks Time, go to the Time Team section (also known as the My Team section in standalone QuickBooks Time). Search for the email associated with the admin’s QuickBooks Time login.
If needed, ask an admin to add you as a user in QuickBooks Time and make you an admin.
An employee is not on the “Accounts” page.
Make sure the employee has an email address listed in both Gusto and QuickBooks Time.
Make sure you sent the employee an invitation to onboard to Gusto.
The “Match Accounts” screen does not show the expected QuickBooks Time profiles.
This means you connected to the wrong QuickBooks Time account. To connect to the correct one:
Make sure to select the correct QuickBooks Time account.
If you do not see the correct QuickBooks Time account, you may not have the right QuickBooks Time permissions. You must be an admin in the QuickBooks Time account you want to connect to. If needed, ask an admin to add you as a user in QuickBooks Time and make you an admin.
I cannot match an employee.
Make sure the employee has an email address listed in both Gusto and QuickBooks Time.
You may be connected to the wrong QuickBooks Time account if you do not see all employees on the matching page. To connect to the correct one:
Make sure to select the correct QuickBooks Time account.
If you do not see the correct QuickBooks Time account, you may not have the right QuickBooks Time permissions. You must be an admin in the QuickBooks Time account you want to connect to. If needed, ask an admin to add you as a user in QuickBooks Time and make you an admin.
An employee’s hours are not syncing.
An employee’s hours are incorrect.
Hours are not syncing to the right employee in Gusto.
For salaried employees, keep in mind what will and will not sync:
Salaried employees who are eligible for overtime: Only overtime hours sync.
Salaried employees who are not eligible for overtime: Hours do not sync.
Review this troubleshooting checklist:
Confirm you matched the employee. You must match the correct QuickBooks Time profile to the matching Gusto profile.
Make sure the employee type in Gusto matches the employee type in QuickBooks Time.
Confirm the date range in QuickBooks Time matches your pay period in Gusto.
Check that you approved their hours in QuickBooks Time before syncing to Gusto.
Has the payroll already been processed? Hours do not sync once you process payroll. This includes canceling and reprocessing a payroll.
Hours are not syncing to the correct job title in Gusto.
Confirm the job title in QuickBooks Time matches the job title in Gusto exactly.
An employee’s PTO is not syncing.
Make sure that:
The policy name matches in each system.
You added the employee to the policy in both systems.
The policy type in QuickBooks Time works with the integration.
We only sync hours from paid policy types in QuickBooks Time.
The Gusto policy works with the integration.
Hours do not sync to Gusto paid holiday policies or Gusto unpaid time off policies.
A contractor’s hours are not syncing.
The integration does not sync hours for contractors.
I cannot sync hours to Gusto in QuickBooks Time.
I cannot sync or import employees into QuickBooks Time.
The integration is disconnected in QuickBooks Time and active in Gusto.
Make sure you manage the integration from your Gusto account. You connect the integration, create new accounts for employees, match employees, and sync hours, all from your Gusto account.
Q: Do I connect the integration or sync hours from within QuickBooks Time?
A: No. You set up the integration and sync hours directly in Gusto, not in QuickBooks Time. You can add new employees to QuickBooks Time from your Gusto account.
Q: Does the integration support multiple pay schedules?
A: Yes.
Q: Does the integration support contractors?
A: No, the integration does not sync contractor hours.
Q: Can I sync hours for salaried employees who are not eligible for overtime (salaried/exempt employees)?
A: No.
Q: Can I sync hours for salaried employees who are eligible for overtime (salaried/non-exempt employees)?
A: You can sync overtime for salaried employees who are eligible for overtime. Their regular hours do not sync to Gusto.
Q: Can I resync hours before I process payroll?
A: Yes. If you have not yet processed payroll, you can unapprove the hours, reapprove them, and then resync hours from QuickBooks Time. This action overwrites any previously synced data for that pay period.
Q: Can I resync hours if I need to cancel and reprocess a payroll?
A: No, you cannot resync hours once you submit the payroll. Please update hours manually.
Q: Can I track time off requests in both Gusto and QuickBooks Time?
A: To avoid duplicate hours on payroll, we recommend tracking time off requests in only one platform — either Gusto or QuickBooks Time.
Q: If I archive an employee in QuickBooks Time, will that dismiss them in Gusto?
A: No. You must dismiss the employee in Gusto.
Q: I received an error message in QuickBooks Time when I tried to import employees. I connected QuickBooks Time to my Gusto account. What’s going on?
A: Make sure you manage the integration from your Gusto account, not QuickBooks Time. To import employees or manage settings, follow the instructions in the Add an employee to QuickBooks Time from Gusto and Troubleshoot QuickBooks Time integration issues sections of the article.
Q: Why is my integration disconnected in QuickBooks Time?
A: This is not related to Gusto’s QuickBooks Time integration. You manage your integration in your Gusto account. In Gusto, go to the App directory and look under Connected Apps to confirm your integration’s status. You can remove the Gusto add-on from within your QuickBooks Time account.
If you need to troubleshoot a connection or if you no longer want data to sync between Gusto and QuickBooks Time, follow these steps to disconnect the integration. You can reconnect at any time.
Go to the App directory.
Search for and select QuickBooks Time.
Go to the About tab.
Click Disconnect app.
Contact us if you have more questions about Gusto’s QuickBooks Time integration. To contact us, sign in to your Gusto account and click the help icon 
in the top-right corner of the page.
Questions about your QuickBooks Time account? Contact QuickBooks Time.