QuickBooks Integration

Q: How do I connect my Supercrew account to QuickBooks?

A: In the Supercrew mobile app, go to More → Connected Software, select QuickBooks, and tap Connect. Log in to QuickBooks, select your company, and tap Authorize. Once confirmed, you’ll be returned to Supercrew automatically.

Q: Can I connect to more than one QuickBooks company?

A: Yes. You can connect to multiple companies, but timesheets must be exported separately for each one.

Q: What permissions does Supercrew request when connecting to QuickBooks?

A: Supercrew requests permission to read and write payroll-related data, including employee details, pay schedules, and time activities, so it can import employees and export timesheets.

Q: Do I need admin access in QuickBooks to set up the integration?

A: Yes. You need Company Admin access in QuickBooks to grant access and allow Supercrew to manage employees and timesheets.

Q: How does Supercrew match employees to QuickBooks?

A: Supercrew initially matches by phone number. If no match is found, it matches by first and last name (first+last or last+first are treated the same).

Q: What happens if an employee exists in Supercrew but not in QuickBooks?

A: Create the employee in QuickBooks first. Then use Connected Software → QuickBooks → Import Employees to bring them into Supercrew (or ensure the phone number/full name matches so the Supercrew user links during export).

Q: What happens if an employee exists in QuickBooks but not in Supercrew?

A: You can import them using the Import Employees function in Connected Software → QuickBooks.

Q: What phone number format should I use for matching?

A: Use the full international format, including the country code (e.g., +1 for US/Canada).

Q: Can I export timesheets for multiple pay periods at once?

A: Yes. You can export timesheets for different pay periods in a single export, as long as each employee has at least one timesheet for each exported pay period. The only limitation is that timesheets for each company must be exported separately.

Q: Why is my timesheet export failing?

A: Common reasons include an incorrect pay period range, unmatched employees, a missing pay schedule in QuickBooks, or existing time activities that conflict with the export period.

Q: Can I re-export a timesheet after correcting errors?

A: Yes, once the error is resolved (e.g., updating the pay period or matching employees), you can re-run the export.

Q: What happens if a timesheet already exists in QuickBooks for the same period?

A: If the time activity hasn’t been used in a paycheck yet, it can be updated. If it’s already included in a processed paycheck, you’ll need to correct it directly in QuickBooks.

Q: Do exported timesheets overwrite existing ones in QuickBooks?

A: Only if the existing time activity hasn’t been used in a paycheck yet. Time already included in a processed paycheck cannot be overwritten.

Q: How do I find my employees’ pay schedules in QuickBooks?

A: In QuickBooks, go to Payroll → Employees, select the employee, and check their Pay Schedule. For full date ranges, go to Payroll Settings → Pay Schedules.

Q: Can employees have different pay schedules in the same company?

A: Yes. Ensure that each employee is assigned the correct pay schedule before exporting.

Q: Why is my pay period range showing as wrong during export?

A: The range in Supercrew must exactly match the pay schedule in QuickBooks for each employee.

Q: Does Supercrew support QuickBooks Classes and job costing?

A: Yes. Supercrew can sync labor hours by job so they map to Customers/Jobs in QuickBooks, and exported timesheets can be assigned to a default Class if you use Class tracking.

Q: How are jobs matched to QuickBooks Customers/Jobs?

A: Supercrew matches by job name. Make sure job names in Supercrew match the Customer/Job names in QuickBooks so the sync maps correctly.

Q: Can I change the Class or Job assignment in Supercrew before export?

A: No. Class and Customer/Job assignments must be adjusted directly in QuickBooks after the export.

Q: What should I do if an employee’s pay rate is missing in QuickBooks?

A: In QuickBooks, open the employee profile, go to the Pay tab, and set a pay rate.

Q: What does “No matching employee found” mean and how do I fix it?

A: This error occurs when the employee has not been created in QuickBooks. To export timesheets, create the employee in QuickBooks first.

Q: Why can’t I change a timesheet that’s already in QuickBooks?

A: QuickBooks prevents changes to time activities that have already been included in a processed paycheck. You’ll need to correct the paycheck or adjust the entry directly in QuickBooks.

Q: How do I disconnect Supercrew from QuickBooks?

A: In Supercrew, go to Connected Software, select QuickBooks, and tap Disconnect Account. In QuickBooks, go to Apps → My Apps and disconnect Supercrew.

Q: Will disconnecting remove my existing data in either system?

A: No. Existing data in QuickBooks and Supercrew remains unchanged. Only the connection is removed.