QuickBooks Payroll Integration

Who Can Set Up the Swept QuickBooks Sync?

Admins are the only users with permission to set up the Swept <> QuickBooks integration. Once the account is synced, Admins and Managers can approve payroll and sync it with QuickBooks.

👉 QuickBooks Payroll Integration is only available to Scale plans.

How to Set up the QuickBooks Sync?

Before setting up QuickBooks Payroll Integration, make sure your company uses QuickBooks Online and that you have permission to connect third-party apps in QuickBooks.

Step 1: Connect QuickBooks Online with Swept

Go to Settings → Integrations:

Once in Integrations → Click Connect to QuickBooks Online:

After connecting, you will see the Manage button to map your employees:

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Step 2: Match Employees

Swept employees need to be matched to QuickBooks employees.

Matching happens by employee first and last name. If there are multiple employees with the same first and last name, we map by email address. If names do not match exactly, the you may need to manually map the employee.

Example:

Swept: Mike Santos
QuickBooks: Michael Santos

These users will need to be manually matched.

Note: Mapping does not change the employee’s name in Swept. It only tells the integration which Swept employee matches which QuickBooks employee.

To match the employee in Swept in QuickBooks, click the dropdown menu and select the corresponding name in QuickBooks:

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Step 3: Create missing QuickBooks employees, if needed

If an employee exists in Swept but not in QuickBooks Online, you can create the missing QuickBooks employee from Swept.

Click the + Create in QuickBooks button to automatically create a new employee in QuickBooks Online.

Once that button is clicked, you will see a pending status. After a couple of seconds, click Refresh and the status should change to Matched, which means it has successfully created a new employee in QuickBooks Online (also check your QuickBooks Online account to see if the employee was created).

Note: Review employee details carefully before creating new QuickBooks employees to not duplicate or cause any errors.

Step 4: Approve payroll entries in Swept

The sync begins after payroll hours are approved in Swept. Go to Reports → Payroll Reports and select the payroll entries you need to approve.

Once the entries are approved, a Pending sync to QuickBooks status will appear. It may take a couple of minutes to sync.

If the sync was successful, the status will change to Synced to QuickBooks.

Step 5: Check in QuickBooks Online

To see if the synced payroll entries, go to Quickbooks Online and select Time Entries:

FAQ

What is QuickBooks?

QuickBooks is accounting software that allows you to better manage your payroll.

Is there a fee for the integration?

No, there is no fee for this integration.

I’ve spoken to my Customer Success Manager but can’t see how to connect my Swept and QuickBooks account?

Please reach out to support@sweptworks.com for further information on how to gain access. Please note, if this has been activated for your company, only Admins are able to sync the QuickBooks Online account to Swept.

Does Swept sync with the Desktop version or the Online version of QuickBooks?

Swept can be synced with QuickBooks Online. The desktop version is not supported at the moment.

Can I sync my QuickBooks account to my second Swept account?

No, QuickBooks can only be synced to one Swept account.

I made a mistake and approved an entry. Can I un-approve it?

Yes. When a payroll entry is unapproved it will automatically remove the entry from QuickBooks.

If I remove an entry from QuickBooks will it remove it from Swept?

No. This a one-way sync. This means if you remove an entry from QuickBooks it will not remove it from Swept. However, if you remove an entry from Swept, it will remove it from QuickBooks.

I’m having issues in QuickBooks, what do I do?

If you are having issues in QuickBooks Online you will need to reach out directly to QuickBooks support. If it is an issue with Swept, you can reach out to us by clicking the chat bubble in the bottom right corner of the Swept desktop app or email support@sweptworks.com.