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Beebole’s QuickBooks Online integration works in two directions. When you enable it, Beebole imports your QuickBooks customers, items, and employees, so both systems share the same structure. From then on, you can export time entries to QuickBooks as time activities in one click. This simplifies invoicing, payroll, and financial reporting for your organization.
Only people whose role has Admin role (full access) can set up, sync, and export the QuickBooks integration in Beebole.

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How it works

When you enable the integration, Beebole imports your existing QuickBooks Online data. Customers and items are created as projects in two new project categories, Synced Customers and Synced Items, and QuickBooks employees are created as Beebole people with the default role you select during setup. To export, you select a period: Beebole takes the time entries for that period that are recorded on QuickBooks customers or items and automatically creates the corresponding time activities in QuickBooks. After each export, Beebole shows an Entries successfully exported count, plus an expandable Entries not exported list if any entry failed — you can also verify the created time activities in QuickBooks.
Only time entries are exported to QuickBooks. Expenses are not synced — they are handled in Beebole only.

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Setting up the QuickBooks integration

1

Open integration settings

Go to Settings > Integrations in your Beebole account, then select QuickBooks from the list.
2

Connect to QuickBooks

Click Connect to QuickBooks. A popup appears asking you to sign in to your QuickBooks Online account; follow the Intuit prompts to authorize Beebole. The popup closes automatically when the connection is complete.
3

Choose the default role

Select the Default role for imported employees to assign to the people imported from QuickBooks, as with the other integrations. Beebole preselects a role whose people only see their own profile, such as Employee. To pick another one, remove it from the field and choose a role from the list.
4

Enable integration

Toggle Enable integration on. This triggers the import: Beebole brings in your QuickBooks customers, items, and employees. The toggle is what starts the sync — the connection alone does not import anything.
5

Verify the connection

Once enabled, the QuickBooks integration shows as active in your integration settings, and the imported customers, items, and employees appear in Beebole. Customers are in the Synced Customers project category and items in Synced Items. You can now export time entries to QuickBooks.
For people to track time on the imported customers and items, add the Synced Customers and Synced Items categories under Record time on these project categories, in the Categories tab of the Timesheet and Planning Settings panel (Settings > Account Settings). See timesheet categories. Beebole shows this as the next step once the integration is active.

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Exporting data to QuickBooks

1

Open the QuickBooks integration

Go to Settings > Integrations and select QuickBooks from the list.
2

Select a period and export

Under Select period to export, choose the period you want to export and click Export — that’s the only input needed. Once you have exported a period, the picker opens on the period right after it. Before sending anything, Beebole syncs your QuickBooks structure (customers, items, and employees) so that entries are matched against up-to-date data. It then fetches the time entries for that period and automatically creates the corresponding time activities in QuickBooks. Only entries recorded on projects from Synced Customers or Synced Items create time activities.
3

Check the result

Beebole shows an Entries successfully exported count, and an expandable Entries not exported list if any entry failed. An entry fails, for example, when the person who recorded it isn’t linked to a QuickBooks employee. To confirm the export, you can also open QuickBooks and verify the time activities were created.If the structure sync that runs before the export reports errors, the export does not start. Beebole shows Export stopped: QuickBooks sync had errors with the hint Resolve the sync errors below, then try exporting again, and lists the failing items under Entries not synced. Fix those items, then click Export again.
Only one export runs at a time. Click Export again while one is still going — a double-click, or a second browser tab — and Beebole refuses the second run with An export to QuickBooks is already in progress. Please wait for it to finish before starting another., so the same entries are never sent twice.
Export after the approval cycle is complete for a given period, so the hours sent to QuickBooks are final. The export includes every entry in the period, whether or not its timesheet is approved.

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What data is synced

Because Beebole imports the QuickBooks customers, items, and employees at setup and refreshes them on every sync, exported time activities stay linked to the right customers, items, and employees automatically — even when the matching customer or item sits at a different level of your Beebole project hierarchy.

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Keeping customers, items, and employees in sync

While the integration is enabled, customers and items created or renamed in QuickBooks are reflected in Beebole automatically. To pull the latest changes on demand, go to Settings > Integrations > QuickBooks and click Manual sync next to Manually sync QuickBooks customers and items. The same sync also runs automatically each time you click Export, right before the time entries are sent. Customers and items made inactive in QuickBooks are not removed from Beebole right away. The next sync deletes them in Beebole, or archives them when they are already in use, and unarchives any that are active again. Each sync also imports employees added in QuickBooks since the integration was enabled. For every new QuickBooks employee with an email address, Beebole looks for an existing person with that same email and links the two. If no one matches, Beebole creates a new person with the employee’s name and email and assigns the Default role for imported employees you selected during setup. Employees without an email address in QuickBooks are not imported, and if no default role is set, the sync reports No default role configured to import new employees and skips the employee import. After a sync, Beebole shows the counts of items Created, Archived, Unarchived, Deleted, and Renamed. Anything that could not be synced appears under Entries not synced, for example a Failed to sync employee message naming the person who could not be created.

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Disconnecting QuickBooks

To disconnect the QuickBooks integration, go to Settings > Integrations > QuickBooks, toggle Enable integration off, then click Reset connection. The Reset connection button is disabled while the integration is enabled, so you must turn the toggle off first. Previously exported data remains in QuickBooks — disconnecting only removes the ability to send new exports. The projects and people imported from QuickBooks stay in Beebole. Disconnecting from the QuickBooks side works too: if you remove Beebole from your apps in QuickBooks, Beebole is notified and closes the connection cleanly — the integration shows as disconnected the next time you look at it in Beebole.

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Frequently asked questions

Customers and items created or renamed in QuickBooks reach Beebole automatically, in real time. Customers and items made inactive, and employees added in QuickBooks, are applied when a sync runs: when you click Manual sync, or automatically before each export. Time activities are exported manually. You choose the period and trigger the export when ready, giving you full control over what gets sent to QuickBooks.
No. Beebole blocks any export that starts on or before the last day you already exported, shown next to Records exported up to in the QuickBooks panel. If you try, Beebole shows Errors exporting entries with the message You can only export entries from the last day of the period already exported. Please review your period and try again. This prevents duplicate time activities in QuickBooks.
No. Beebole integrates with QuickBooks Online only. QuickBooks Desktop is not supported.
After an export, Beebole shows an Entries successfully exported count. If any entry failed, an Entries not exported list appears that you can expand to see the details. Beebole still marks the whole period as exported, so a later export can’t resend those entries. You can also open QuickBooks to verify the time activities were created. If you see Export stopped: QuickBooks sync had errors instead, nothing was exported: the structure sync that runs first found problems, listed under Entries not synced. Resolve them and export again.
No. Only time entries are exported, as time activities. Expenses are handled in Beebole only and are not synced to QuickBooks.