What syncs
Every approved timesheet is split into pay types first (regular, overtime, double time, holidays, break premiums, time off), using each site’s rules. Here’s where each lands in QuickBooks Online.
| ClockLap | Sent as | Notes |
|---|---|---|
| Hours worked, per day | TimeActivity (hours and minutes) on the work date | One per employee per day |
| The employee | EmployeeRef | From matching |
| Regular pay item | PayrollItemRef | When you map one |
| Site and shift notes | Description | – |
QuickBooks applies its own overtime rules to hours worked, so each day goes as one total. Time off is managed in QuickBooks and isn’t sent.
How it works
- Sign in with IntuitChoose the QuickBooks company. ClockLap reads the company name to confirm.
- Match employeesBy email, employee number, then QuickBooks employee ID.
- Optionally pick a pay itemMap regular hours to a payroll item if you use one.
- Choose when to sendDaily granularity is fixed: each worked day becomes one activity.
- Run payrollQuickBooks Payroll shows the time activities for the pay period.
Schedules and review
Choose when hours go to QuickBooks Online. Whatever you pick, nothing is sent twice: each period has one send, and anything after it is a correction.
I’ll send each period myself
Nothing goes until an admin presses Send. The default.
When the pay period is locked
Locking the period in Timesheets starts the send.
When every timesheet is approved
The last approval in the period starts the send.
On a schedule
A set number of days after the period ends (0 to 14), at a local time you pick.
- Which timesheets. Approved only (default), or approved and submitted.
- Rounding. Hundredths of an hour (default) or quarter hours.
- Split by. None, location, project or department, each mapped to the payroll system’s department or cost centre code.
- Holiday hours worked. As their own pay type (default) or folded into regular hours.
- Empty lines. People with no hours in the period are skipped.
- Unmatched people. Skip them and warn (default), or block the whole send until they’re matched.
Corrections, as changes
Fixed a missed clock-out after payroll went? Send the period again and ClockLap works out what changed since the last send.
A correction first deletes the time activities ClockLap sent for the changed days, then adds the new totals, so nothing is counted twice.
People
Matched by email, employee number, then QuickBooks employee ID, which is saved on the person.
People who can’t be matched are listed in the preview: skip them with a warning (default) or block the send until they’re matched.
What you need
- QuickBooks Online with Payroll (Canada or US)
- An admin who can connect apps
- Employees set up in QuickBooks with hourly pay
Every run keeps a history: who and what was sent, per-line results, plain-language errors with a fix, and a redacted request log for admins. Webhooks fire on payroll.run_ready, payroll.run_sent, payroll.run_failed.
Questions
Does ClockLap send overtime separately to QuickBooks?
No. QuickBooks applies its own overtime rules to the hours on each day, so ClockLap sends one daily total of hours worked.
Are vacation and sick hours sent?
No, time off is managed in QuickBooks. ClockLap’s time off still shows in its own timesheets and reports.
Does it work with QuickBooks Desktop?
Not directly. Use the custom payroll file to build the import your QuickBooks Desktop setup expects.
Is the QuickBooks Online connection included in the price?
Yes. Payroll and HR connections are part of every ClockLap plan: $1 per staff member and $2 per manager or admin a month, with no add-ons.
Is ClockLap affiliated with QuickBooks Online?
No. ClockLap connects to QuickBooks Online using its published API; it isn’t affiliated with or endorsed by QuickBooks Online. The connection is in beta while we verify it with live accounts.