IN BRIEF
Time Clock entries in iClassPro can be exported for use with QuickBooks Payroll Services. This process generates a CSV file formatted specifically for QuickBooks Online and requires the use of a supported third-party import tool to complete the import. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
• Understanding the QuickBooks CSV Export
  • Time Activity Identification
  • Date and Employee Information
  • Customer, Department, and Classification
  • Service and Pay Details
  • Billing and Tax Settings
  • Time Tracking Details
• Troubleshooting & FAQs
• Related Articles

Overview

iClassPro provides a QuickBooks-formatted Time Clock export designed to map directly to Intuit QuickBooks Online Payroll Services. This export allows administrators to transfer approved Time Clock entries into QuickBooks for payroll processing.

The exported file does not import directly into QuickBooks Online. A third-party import tool—such as Transaction Pro Importer or another supported solution—is required to complete the import process. For guidance on supported tools and field requirements, contact Intuit QuickBooks Payroll Services directly.

Important Note: The primary identifier used to match staff members between iClassPro and QuickBooks Online is the staff member’s first and last name. These names must match exactly in both systems for the import to succeed.

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Accessing the Feature

1. From the main navigation menu, go to Staff.
2. Select Time Clock.
3. Apply the appropriate date range and filters for the Time Clock entries you want to export.
4. Select Export.
5. Choose QuickBooks as the export file type.

The System generates a CSV file designed to map directly to Intuit QuickBooks Online Payroll Services.

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Step-by-Step Instructions

1. Review and approve Time Clock entries as needed.
2. Open the Time Clock section.
3. Select the desired date range.
4. Select Export.
5. Choose QuickBooks as the export format.
6. Save the generated CSV file to your computer.
7. Use a supported third-party import tool to import the file into QuickBooks Online Payroll.

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Understanding the QuickBooks CSV Export

The exported CSV file contains predefined fields required by QuickBooks Online Payroll. Each field includes a specific format, description, and default value.

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Time Activity Identification

• ID
  • Format: String (21 characters)
  • Description: Identifier for the Time Activity required for modifying entries
  • Default value: Blank

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Date and Employee Information

• TxnDate
  • Format: Date
  • Description: Date of the time activity
  • Default value: Date of the Time Clock entry
• NameOf
  • Format: Defined
  • Description: Vendor or employee type
  • Default value: Employee
• EmployeeVendorRefName
  • Format: String
  • Description: Name of the employee
  • Default value: First name and last name

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Customer, Department, and Classification

• CustomerRefName
  • Format: String
  • Description: Full customer job name
  • Default value: Blank
• DepartmentRefName
  • Format: String
  • Description: Name of the department
  • Default value: Blank
• ClassRefName
  • Format: String
  • Description: Class reference
  • Default value: Blank

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Service and Pay Details

• ItemRefName
  • Format: String
  • Description: Service item name
  • Default value: Staff title, position, or role
• HourlyRate
  • Format: Decimal
  • Description: Hourly rate of pay
  • Default value: Blank

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Billing and Tax Settings

• BillableStatus
  • Format: Defined
  • Description: Billable or not billable
  • Default value: NotBillable
• Taxable
  • Format: Defined
  • Description: True or False
  • Default value: FALSE

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Time Tracking Details

• Duration
  • Format: hh:mm
  • Description: Duration of the Time Clock entry
  • Default value: hh:mm
• BreakDuration
  • Format: hh:mm
  • Description: Duration of breaks
  • Default value: 0:00
• StartTime
  • Format: DateTime
  • Description: Time work started
  • Default value: Blank
• EndTime
  • Format: DateTime
  • Description: Time work ended
  • Default value: Blank
• Description
  • Format: String
  • Description: Description of work
  • Default value: Blank

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Troubleshooting & FAQs

• Why did my Time Clock data fail to import into QuickBooks Online?
  • Confirm that staff first and last names match exactly in both iClassPro and QuickBooks Online. Mismatched names are the most common cause of import failures.
• Can I import the CSV file directly into QuickBooks Online Payroll?
  • No. The file must be imported using a supported third-party import tool, such as Transaction Pro Importer.
• Are break times included in the export?
  • Yes. Break durations are included as a separate field and default to 0:00 if no break is recorded.
• Does the export include hourly pay rates?
  • The Hourly Rate field is included but defaults to blank unless populated through the import process or payroll setup.
• Who should I contact for help with the import tool or payroll mapping?
  • Contact Intuit QuickBooks Payroll Services for assistance with supported import tools and field mapping requirements.

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Related Articles

• What is the Time Clock?
• How Do I Lock and/or Export Time Clock Entries?
• How Do I Configure Time Clock Settings for Staff Members?
• How Does the Time Clock Work in the Staff Portal?
• How Do Staff Members Clock In/Out of the Time Clock?
• How Does an Employee Submit a Time Adjustment Request from the Time Clock?

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