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Connecting Everhour with QuickBooks Online

QuickBooks integration allows you to export Everhour invoices to your QuickBooks account and make all accounting in your familiar environment.

At this moment we integrate with QuickBooks Online. We do not support QuickBooks desktop.

How to connect

Integrate Everhour with QuickBooks by going to your Account Settings > Integrations and clicking “Add Integration” button.

After the authorization step, you will need to select your default parameter for “Product/Service” field. We will use it during the export of your invoices.  That’s basically all you need to do on your end to set up QuickBooks integration.

We will automatically sync all of your active customers (clients) from QuickBooks that will appear under the tab with the respective title. As a result, you don’t have to manage customers in several places anymore.

We sync the basic details on each customer that you need to create an invoice, like name, business address, taxes, etc. We also periodically (not immediately) sync changes that you make to your client in QuickBooks.

Business details Company name / address / country / city / state.
Taxes Default taxes you apply to all clients or a client custom tax.
Product/Service We add your product or service to the invoice that you export from Everhour.
Archived clients We ignore archived clients during initial sync. Later, when you archive a client in Quickbooks, we also archive it on the Everhour side.

Export only works for clients taken from QuickBooks. It doesn’t work with internal clients you may have created earlier.

This is why after you set up a QuickBooks integration, you may need to unlink all projects that you use with clients created internally and reassign them. This will also move all reported time to a new client.

What you can change for QuickBooks customers in Everhour

Edit of customers from QuickBooks in Everhour is limited. For example, if you archive it here, we don’t archive it in QuickBooks but simply move to our archived tab.

We do not allow direct time tracking into a client and stick to a structure where you have a Client > Project > Task. The time that you report into tasks sums up under a project and project time sums up under a client.

You can set a client-wise budget on Clients page or add a separate budget for each project if you go to Projects. You can also set a budget as an amount of time or a sum of money and control it inside Everhour web interface or by receiving our summary emails.

Billable / Non-Billable time

Projects in Everhour can be Billable or Non-Billable (by default).

Only billable time is counted when you generate an invoice. If a member reported time into a billable project, but his hourly rate is 0, the time will be considered as non-billable.

Billable time fall into some deeper divisions: “Invoiced” (that you already have in a generated invoice) and “Uninvoiced” that has not been added to any invoice yet.

Creating an invoice

There are 3 options.

Select “All uninvoiced time” to include reported hours up to this day into your invoice. This is convenient if you send your invoices on a regular basis.

Another option is to select an “Uninvoiced time for a certain period”. You can use this to make an invoice for a specific week or a date range.

These both options create an invoice with a line item and amount of time your team reported.

The third option is to make a “Free-form” invoice. You make an empty invoice and fill it with details right here.

We save every new invoice to a Draft state by default. There is a button in the upper left-hand corner of your invoice that lets you export it to QuickBooks.

Export to QuickBooks

When you hit “Export to QuickBooks”, we copy this invoice as a draft to your QuickBooks account. You can’t edit it in Everhour any longer and should do it in QuickBooks from this moment on. There is a link on the invoice to open it quickly in QuickBooks.

We sync and display the current invoice status, issue date and invoice amount on Invoices page after you make changes in QuickBooks. If you delete an invoice in QuickBooks, we will delete it from Everhour with the next sync.

Important! We update changes on Invoices page, but not in your reports. Thus, there may be a discrepancy after you change the amount or member rate inside QuickBooks (bypassing Everhour).

Line items +
Taxes We ignore all taxes that you set for a client in Everhour and add all taxes that you set in QuickBooks instead.
Discounts +
Due_at +
Reference +
Customer / Client +
Qty (Time) +
Rate / (Unit Price) +
Issue_date +
Currency use default QuickBooks currency

The following table shows what we sync when you update an exported invoice in QuickBooks.

Amount +
Status +
Issue_date +
Delete invoice +

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