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How to Integrate Payroll Items from QuickBooks Desktop (QBD) with ClockShark

While ClockShark does not run payroll, we do interact with payroll items in QuickBooks

ClockShark doesn’t run payroll itself, but it works closely with Payroll Items in QuickBooks Desktop to make sure employee time and pay match correctly. 

Ensure you have QuickBooks Desktop (2018 or newer) integrated with ClockShark before you begin, along with an active payroll subscription in QuickBooks.Learn more in Using the QuickBooks Desktop Versions Integration.

Alternatively, If you calculate payroll manually or outside of QuickBooks, you may be able to use QuickBooks Desktop 2017 or older with ClockShark. Learn more in How to Enable Manual Payroll in QuickBooks Desktop.

Set up Payroll Items in QBD

  • When you set up payroll in QuickBooks Desktop (manual or automated), choose the payroll items you want to use.
    The most common payroll items are compensation types, such as hourly wages, salaries, and bonuses.
  • If you haven't added payroll items yet, you’ll need to add a new payroll item:
    Go to List > Payroll Item List > Payroll Item > New.

Assign Payroll Items to employees in QBD

Edit an employee in QuickBooks, go to Payroll Info tab, add payroll items in the EARNINGS section and set pay rates for that employee.

cs-qbd-edit-emloyee

Note: Sometimes employees earn different rates depending on the work they do. You can assign multiple payroll items for different types of pay.

Example: An employee’s base pay is $40/hr, but when driving a truck, they earn $50/hr.
In this scenario, you can create extra payroll items for these different rates. When the employee logs time for “truck driving,” the $50/hr payroll item applies.

Set up defaults Payroll Items in ClockShark

  1. Access your ClockShark account.
  2. Go to Admin > Integrations > Manage QuickBooks.
  3. In the Settings section, once you select QuickBooks Online Payroll - Export overtime, doubletime, time off, and custom payroll items, the default Payroll Item rates you set up there will apply automatically to all tasks.

cs-qbd-payroll-export

Override default payroll items for specific tasks in ClockShark

You can assign specific payroll items to certain ClockShark tasks to override the default payroll items.

To do this:

  1. Go to Admin > Integrations > Manage QuickBooks > Configure Mappings.
  2. In the Configure QuickBooks Mappings page, click the Service Items tab.
  3. Click the pencil icon on the specific mapping line, and click the dropdown icon of ClockShark Task to select a task.
  4. Click the field of Regular/Overtime/Doubletime Payroll Item to assign the payroll items.
  5. Click Update Mapping.

cs-qbd-item-mapping

Note: 

The default payroll items will be used for the mapping if no specific payroll item is selected for that mapping. 

For example, if you assign the “Truck Driving” payroll item to the “Truck Driving” task, anyone working on that task will be paid at that Payroll Item’s rate, as configured under their QB profile.