Integrating with QuickBooks Online | HR Web Platform

Integrating Employment Hero with your QuickBooks Online platform makes Employment Hero your source of truth for information such as company settings, payroll settings, and employee file data. When you connect the two platforms, Employment Hero will import your organisation details, payroll settings, and employee files from your QuickBooks Online platform automatically.

After this initial connection, the data will only flow automatically from Employment Hero to your QuickBooks Online platform as this data connection is not bidirectional. Thereby meaning Employment Hero becomes your source of truth, where you and your employees update details as they change, and once saved they will automatically reflect in your QuickBooks Online platform.

Warning

To read a complete breakdown of what fields and data points sync between Employment Hero and QuickBooks Online, refer to the following article.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  We base the default access level on a per user basis and whether they have  view,  edit and  delete access and excluding any changes made via our Custom Security feature.

Getting started

Source your QuickBooks Online API key
  1. Log in to your QuickBooks Online account.
  2. Click the Employee button.
  3. Click the Payroll Settings button.

    Helpful Hint

    You will see your QuickBooks Online API key in the bottom left-hand side of your screen.

    QuickBooks_1.jpg
Connect to QuickBooks Online
  1. Click the Settings menu.
  2. Click the Add-Ons submenu. 
  3. Click the Connect button.
    QuickBooks_2.jpg
  4. Read the first page of the connecting to QuickBooks Online payroll wizard.
  5. Once you have read and actioned the first page, click the Start button.
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  6. Read the second page of the connecting to QuickBooks Online payroll wizard.
  7. Once you have read and actioned the second page, click the Next button.
    Xero_20.jpg
  8. Read the third page of the connecting to QuickBooks Online payroll wizard.
  9. Once you have read and actioned the third page, click the Next button.
    Xero_21.jpg
  10. Read the last page of the connecting to QuickBooks Online payroll wizard.
  11. Once you have read and actioned the last page, click the Connect Now button.

    Helpful Hint

    Once you click the Connect button, Employment Hero will redirect you to your QuickBooks Online platform. If you need to change the email listed on the page, select the No option for the Is this Email Address Used in Your Own Employee File in Payroll question, followed by the Update button.

    A pop-up will now show where you can enter your new email address; once this is done click the Save button. You will now receive an email with instruction on how to verify your new email address and start using this on your Emplyment Hero platform.

    Xero_22.jpg
  12. In the API Key field, enter your QuickBooks Online API key.
  13. Click the Connect button.
    QuickBooks_3.jpg

    Important

    Once Employment Hero has imported the data from your QuickBooks Online platform, you will see a status screen. From this page, you can see if there are any integration errors. If there are integration errors, you can click the View Conflicts button to see detailed information on the import conflicts.

    QuickBooks_4.jpg

Maintain

Manually import employee files
  1. Click the Settings menu.
  2. Click the Add-ons submenu.
  3. Click the Actions button.
  4. Click the Update button.
    QuickBooks_5.jpg
  5. In the Employees section, click the Update from Payroll button.
    QuickBooks_6.jpg

    Helpful Hint

    The Employees section will now show a green Updated button and means Employment Hero has successfully imported your employees from your QuickBooks Online platform.

    QuickBooks_7.jpg
Manually import organisational details

Warning

Employing Entities are case sensitive, so when importing your Employing Entities from your QuickBooks Online platform, make sure both your Employment Hero and QuickBooks Online platform use the same sentence case.

  1. Click the Settings menu.
  2. Click the Add-ons submenu.
  3. Click the Actions button.
  4. Click the Update button.
    QuickBooks_5.jpg
  5. In the Organisation Details section, click the Update from Payroll button.
    QuickBooks_8.jpg

    Helpful Hint

    The Organisation Details section will now show a green Updated button and means we have successfully imported your data from your QuickBooks Online platform.

    QuickBooks_9.jpg
Manually import pay items
  1. Click the Settings menu. 
  2. Click the Add-ons submenu. 
  3. Click the Actions button. 
  4. Click the Update button. 
    QuickBooks_5.jpg
  5. In the Pay Items section, click the Update from Payroll button.
    QuickBooks_10.jpg

    Helpful Hint

    The Pay Items section will now show a green Updated button and means Employment Hero has successfully imported your pay items from your QuickBooks Online platform.

    QuickBooks_11.jpg
Manually import payslips
  1. Click the Settings menu.
  2. Click the Add-ons submenu. 
  3. Click the Actions button. 
  4. Click the Update button. 
    QuickBooks_5.jpg
  5. In the payslips section, click the Update from Payroll button. 
    QuickBooks_12.jpg
  6. Select the required pay slip from the Pay Slips drop-down.
  7. Click the Import button.
    QuickBooks_13.jpg

    Helpful Hint

    The Payslips section will now show a green Updated button and means Employment Hero has successfully imported your selected QuickBooks Online pay slips.

    QuickBooks_14.jpg
Disconnecting from QuickBooks

Warning

After disconnecting from QuickBooks Online, Employment Hero will no longer synchronise your employee data between the two platforms. However, all existing employee data will remain within the HR platform.

  1. Click the Settings menu.
  2. Click the Add-Ons submenu. 
  3. Click the Actions button.
  4. Click the Disconnect button. 
    QuickBooks_15.jpg
  5. Click the Disconnect Application button. 
    QuickBooks_16.jpg

Further information

How do I import pay slips automatically

Employment Hero will check once a day for eligible payslips and requires three conditions to import pay slips automatically from your QuickBooks Online platform, and they are:

  • A finalised pay run.
  • A published pay slip.
  • The paid date is within four days of the current date, i.e. four days prior and/or four days after the current date.

Author recommended

So you have now set up your QuickBooks and HR platform integration and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

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