Details
QuickBooks is online accounting software that makes payroll pain-free! Swept being integrated with QuickBooks allows a seamless connection between the two apps. You can now sync your time entries automatically to QuickBooks - saving you time and reducing errors.
Who Can Set Up the Swept QuickBooks Sync?
Only admin managers are able to sync their Swept account with their QuickBooks Online account. Admin managers, managers and supervisors can approve payroll and have it sync to QuickBooks once the account is synced.
Instructions
Review QuickBooks Online and Swept Before Set Up
Review the employees you have entered in your QuickBooks Online account.
Are all of your employees entered in QuickBooks with the EXACT same first name and last name with what is entered in Swept? If the user’s first name and last name do not match you will receive a QuickBooks sync error.
If you have users with the same first name and last name then make sure they have differentiating email addresses in Swept. Make sure these match what is in QuickBooks.
Review when you last added your employees hours. You will want to start syncing after the last entries you added. It is best to do your first sync for a new pay period.
Discuss with co-workers who also review payroll that you are setting up your account for syncing with QuickBooks so they are aware when entries are approved they automatically sync with QuickBooks.
Set Up
Sign in to your QuickBooks Online account.
Sign in to the Swept Desktop App.
Go to your initials in the top right hand corner and select Settings.
Scroll down to Payroll and click the QUICKBOOKS SYNC button.
Click on the CONNECT TO QUICKBOOKS button.
If you are not signed in to your QuickBooks Online account it will prompt you to sign in.
You will be asked by QuickBooks to connect by clicking on the Connect button or click No, thanks to cancel.
Once you connect your QuickBooks account you will be taken back to your Swept account.
Syncing
Before you do your first sync with your QuickBooks account make sure none of the payroll entries you are about to approve are already entered in to QuickBooks.
Sign in to the Swept Desktop App.
Go to Reports in the left hand menu.
Select Payroll Reports from the Report list.
Use the filters at the top to search the payroll you would like to approve then click the blue Apply Filters button. By default up to 25 payroll entries will appear below the filters.
Review your payroll entries to confirm they are correct and do not need any changes. If you need to update any sign in/out times please refer to the Time Entry Report.
In order for QuickBooks to sync you will need to approve your payroll entries. You can do this one at a time or up to 25 payroll entries on a page by following the instructions below:
One at a Time
Scroll down and to the left of each payroll entry is a check box.
Check this box then scroll to the top and click on APPROVAL to choose Approve selected.
All Payroll Entries on a Page
Check the box beside APPROVAL then click on APPROVAL to choose Approve selected.
Once you approve payroll you will see a QuickBooks message appear beside the Shift Total and Travel Time entries:
Synced to QuickBooks - This means that the shift total/travel time has been synced to QuickBooks. Shift Total and Travel Time will have separate entries within QuickBooks. For further information on Travel Time check out our article: Desktop - Travel Time
Error syncing, try again - This means that the shift total/travel time has not been synced to QuickBooks. This can be due to various reasons. Check out the Error section of this page by clicking here.
Once your information is synced, review QuickBooks and Swept to make sure you do not need to make any further changes. If you see “Error syncing, try again” you can approve it again to see if it will go through or if it is due to an issue below.
Removing a Payroll Entry Sync
If you made a mistake when approving time entries you are able to remove the sync to make changes. When you do this your Swept payroll entry will be unapproved and the QuickBooks entry removed. Please note that this is a ONE WAY sync. Any changes made in QuickBooks will not reflect in Swept.
Sign in to the Swept Desktop App.
Go to Reports in the left hand menu.
Select Payroll Reports from the Report list.
Use the filters at the top to search the payroll you would like to update then click the blue Apply Filters button.
Scroll down to the payroll entry you would like to update. Check the checkbox to the left of payroll entry.
Scroll to the top and click on APPROVAL to choose Un-approve selected.
Removing the QuickBooks Connection
If you no longer use QuickBooks you are able to remove the connection. If you disconnect Swept from QuickBooks the QuickBooks notes in the payroll report will be removed and all QuickBooks entries will remain in QuickBooks. Please note if you decide to remove the QuickBooks connection and choose to add it back there is a risk of double entering your payroll entries in to QuickBooks. Make sure to review your payroll entries if you decide to add the connection again.
Sign in to the Swept Desktop App.
Go to your initials in the top right hand corner and select Settings.
Scroll down to Payroll and click the QUICKBOOKS SYNC button.
Click on the DISCONNECT FROM QUICKBOOKS button.
Errors
Error syncing, try again
When approving your payroll entries you may see an error that says “Error syncing, try again“. This could be due to the following reasons:
Users must be added in to QuickBooks prior to the QuickBooks sync.
Users need to have a first name and last name to sync. If a user only has a first name their payroll entry will not sync.
If there is a slow internet connection.
There was a delay in adding all entries.
Two users have the same first name and last name but both do not have a distinct email address.
First name or last name have a hashtag # or ampersand & in the name.
Selected payroll entries could not be approved, please review and try again.
If you are attempting to approve payroll entries you could get this error for one of your shifts being over 24 hours. You cannot approve a shift that is over 24 hours.
FAQ
What is QuickBooks?
QuickBooks is accounting software that allows you to better manage your payroll.
Do I have to be a QuickBooks customer to get the integration?
Yes, you do. You can find QuickBooks pricing here.
How do I connect my Swept and QuickBook accounts?
Reach out to your Customer Success Manager who will be happy to activate your account.
Is there a fee for the integration?
Yes, there is a small monthly fee. Please reach out to your Customer Success Manager for more information.
I’ve spoken to my Customer Success Manager but can’t see how to connect my Swept and QuickBooks account?
Please reach out to support@sweptworks.com for further information on how to gain access. Please note, if this has been activated for your company, only Admin Managers are able to sync the QuickBooks Online account to Swept.
Does Swept sync with the Desktop version or the Online version of QuickBooks?
Swept can be synced with QuickBooks Online.
Can I sync my QuickBooks account to my second Swept account?
No, QuickBooks can only be synced to one Swept account.
I made a mistake and approved an entry. Can I un-approve it?
Yes. When a payroll entry is unapproved it will automatically remove the entry from QuickBooks.
If I remove an entry from QuickBooks will it remove it from Swept?
No. There is a one-way sync. This means if you remove an entry from QuickBooks it will not remove it from Swept. However, if you remove an entry from Swept, it will remove it from QuickBooks.
I’m having issues in QuickBooks, what do I do?
If you are having issues in QuickBooks Online you will need to reach out directly to QuickBooks support. If it is an issue with Swept, you can reach out to us by clicking the chat bubble in the bottom right corner of the Swept desktop app or email support@sweptworks.com.