Learn how to connect Swept to your Quickbooks Online account to save you time and reduce payroll errors.
Who Can Set Up the Swept QuickBooks Sync?
Admin Managers are the only users with permission to set up the Swept <> QuickBooks integration. Once the account is synced, Admin Managers, Managers, and Supervisors can approve payroll and sync it with QuickBooks.
Before setting up the integration, it is important to review the employees entered in QuickBooks and ensure first and last names match exactly what is entered in Swept. If you have 2 users with an exact name match, ensure they have unique email addresses in Swept and match what is in QuickBooks.
How to Set up the QuickBooks Sync?
👉 When setting up the integration, sign in to both QuickBooks Online and the Swept Desktop App
- Go to Settings in the Swept app
- Scroll to Payroll and click the QUICKBOOKS SYNC button
- Click on the CONNECT TO QUICKBOOKS button and follow the prompts to connect your QuickBooks account
🎯 We recommend you initiate the sync after the last entries you added. It is best to do your first sync for a new pay period.
Let other employees who review payroll know the account is being set up to sync with Quickbooks so they are aware when entries are approved they automatically sync with QuickBooks.
How to Sync from the Payroll Report to QuickBooks?
It is crucial to ensure that none of the payroll entries you are about to approve have already been entered into QuickBooks. This will prevent any duplicate entries and ensure that your payroll syncing runs smoothly.
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Sign in to the Swept Web App.
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Go to Reports in the left hand menu.
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Select Payroll Reports from the Report list.
- Use the filters at the top to search the payroll you would like to approve then click the blue Apply Filters button. The results displayed by page can be adjusted from the middle bottom of the page to be extended from the default option.
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Review your payroll entries to confirm they are correct and do not need any changes. If you need to update any Clock in/out times, you can do it for the Total Work Time, Total Lunch Time, Total Break Time, Total Paid Time and Travel Time any other changes please refer to the Time Entry Report and how to set up the Breaks feature.
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In order for QuickBooks to sync you will need to approve your payroll entries. You can do this one at a time or up to 25 payroll entries on a page by following the instructions below:
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Individual
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Check the box on the left of each payroll entry and scroll to the top to click on APPROVAL and choose Approve selected.down and to the left of each payroll entry is a check box.
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Bulk
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Scroll down to the bottom of the page and at the middle bottom, adjust the Results Per Page up to 25
- Check the box beside APPROVAL then click on APPROVAL to choose Approve selected.
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Once you approve payroll you will see a note appear beside the Total Paid Time and Travel Time entries:
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Synced to QuickBooks - This means that the Total Paid Time/Travel Time has been synced with QuickBooks. Total Paid Time and Travel Time will have separate entries within QuickBooks.
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Error syncing, try again - This means that the Total Paid Time/Travel Time has not been synced with QuickBooks.
How to fix "Error syncing, try again"?
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If you see “Error syncing, try again” you can approve Payroll again to see if it will go through or if it is due to an issue - See how do I approve Payroll?
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Users must be added in to QuickBooks prior to the QuickBooks sync.
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Users need to have a first name and last name to sync. If a user only has a first name their payroll entry will not sync.
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Possible slow internet connection.
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Two users have the same first name and last name but both do not have a distinct email address.
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First name or last name have a hashtag # or ampersand & in the name.
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Your QuickBooks Online account needs to have the Track Time feature. Check out QuickBooks Online packages here.
How to fix "Selected payroll entries could not be approved, please review and try again."?
- If you sync a Payroll over 24 hours you could get this error, the Payroll needs to adjusted before being approved
How to remove a Payroll entry sync?
If you made a mistake when approving time entries you are able to remove the sync to make changes. When you do this your Swept payroll entry will be unapproved and the QuickBooks entry removed.
This is a ONE WAY sync. Any changes made in QuickBooks will not reflect in Swept.
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Sign in to the Swept Desktop App.
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Go to Reports in the left hand menu.
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Select Payroll Reports from the Report list.
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Use the filters at the top to search the payroll you would like to update then click the blue Apply Filters button.
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Scroll down to the payroll entry you would like to update. Check the checkbox to the left of payroll entry.
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Scroll to the top and click on APPROVAL to choose Un-approve selected.
How to remove the QuickBooks Connection?
If you no longer use QuickBooks you are able to remove the connection. If you disconnect Swept from QuickBooks the QuickBooks notes in the payroll report will be removed and all QuickBooks entries will remain in QuickBooks. Please note if you decide to remove the QuickBooks connection and choose to add it back there is a risk of double entries in to QuickBooks. Make sure to review your payroll entries if you decide to add the connection again.
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Sign in to the Swept Desktop App.
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Go to your initials in the top right hand corner and select Settings.
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Scroll down to Payroll and click the QUICKBOOKS SYNC button.
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Click on the DISCONNECT FROM QUICKBOOKS button.
FAQ
What is QuickBooks?
QuickBooks is accounting software that allows you to better manage your payroll.
Do I have to be a QuickBooks customer to get the integration?
Yes, you do. You can find QuickBooks pricing here.
How do I connect my Swept and QuickBooks accounts?
Reach out to your Customer Success Manager who will be happy to activate your account.
Is there a fee for the integration?
Yes, there is a small monthly fee. Please reach out to your Customer Success Manager for more information.
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 Admin Managers 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. There is 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.