QuickBooks
QuickBooks Online is Tommy's primary accounting integration in the US. Connected once, approved timesheets push to QuickBooks Payroll, employees stay in sync, and pay codes mapping is handled automatically.
What it does
| Capability | What it means |
|---|---|
| Import employees | Pull existing QuickBooks employees into Tommy as team members |
| Sync employees both ways | Changes in either system propagate |
| Export approved timesheets | Push approved timesheets to QuickBooks Payroll |
| Import payroll items | Pull pay codes so timesheets export with the right categorisation |
| Import account data | Pull the chart of accounts |
Connect QuickBooks
Open Settings → Integrations
Tap QuickBooks in the available integrations list.
Authorise with QuickBooks
You'll be redirected to Intuit's auth page. Sign in and grant access.
Pick your QuickBooks company
If your account has multiple companies, choose the one that matches this Tommy team.
Configure imports
Tommy offers to import existing employees, payroll items, and accounts. Accept these.
Map team members to QuickBooks employees
Tommy auto-matches by email. Review and resolve any mismatches manually.
Test export one timesheet
Approve a single timesheet and confirm it lands correctly in QuickBooks Payroll.
Screenshot needed: QuickBooks Online connection / authorisation screen.
How approved timesheets reach QuickBooks
After a manager approves a timesheet, Tommy:
- Looks up the matched QuickBooks employee
- Maps each line item's pay rule to a QuickBooks payroll item
- Creates a time activity entry in QuickBooks Payroll
- Returns a link to the QuickBooks record from the Tommy approval screen
Your payroll admin runs the pay cycle inside QuickBooks. Tommy prepares the data; QuickBooks does the payment.
Employee mapping
Tommy matches by email address by default. To resolve mismatches:
Open Settings → Integrations → QuickBooks
Open the Mapping tab.
Find unmatched members
Members without a QuickBooks counterpart appear here.
Pick the matching employee
Use the dropdown.
Save
The mapping is stored. Future exports use it.
For new hires: create the employee in QuickBooks first, then invite to Tommy with the same email so they match on first sync.
Sync schedule
By default:
- Employees sync every few hours both directions
- Approved timesheets push within a minute of approval
- Payroll items and accounts re-pull daily
Force an immediate sync from Settings → Integrations → QuickBooks → Sync now.
Disconnecting
From Settings → Integrations → QuickBooks → Disconnect.
Past data stays in both systems. Future syncs stop. You can reconnect later — auth is the only step that needs repeating.
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| Auth expired | QuickBooks tokens expire periodically | Reconnect from the integration page |
| Timesheet export fails | Pay rule not mapped to a QuickBooks payroll item | Open Settings → Pay Templates, assign the right QuickBooks payroll item |
| Member not exporting | Member not mapped to a QuickBooks employee | Map manually |
| Duplicate employees | Both systems created the employee | Merge in QuickBooks; Tommy picks up the survivor on next sync |
| Time activity wrong amount | Pay rate mismatch between Tommy and QuickBooks | Decide which is authoritative; sync rates periodically |
For other issues, email support@mytommy.com with the QuickBooks error code shown on the integration's status page.
