If you’re using Intuit QuickBooks Online to manage your company payroll, connect the integration to quickly synchronise your employees across both systems and export worked hours from Planday to QuickBooks Online.
Follow the steps below to get the most out of using QuickBooks Online together with Planday.
1. Activate the integration to QuickBooks Online
Log into Planday and go to the integration page. Find QuickBooks Online and click "Add" to set it up.
Navigation: Settings > Integrations > Overview
1.1 Connect to your QuickBooks Online account
Start setting up the integration by Clicking on the "Connect to QuickBooks" button. This will redirect you to QuickBooks Online, where you will have to authorise the integration. If you are already logged in to QuickBooks Online you now authorise the integration to Planday. If you are not logged in, you will have to log in before you can continue the authorisation. Once authorised, you will be redirected back to the Planday integration page.
Click again on the "Add" button on the QuickBooks Online tile and you will see that the systems are now connected. Now, toggle on the features you want available for the integration (Employee details and/or Worked hours).
Click on the "Activate" button to connect the QuickBooks Online and Planday.
2. Synchronise existing employees
Once the integration is activated using the above steps, you can synchronise your existing employees between Planday and Quickbooks Online.
- On the QuickBooks Online integration click "Manage", then click "Show details" under the Employee details section.
- Select which department employees imported from QuickBooks Online should be assigned to. When a new employee is created in Planday, you can modify which Departments they are in.
- Before synchronising your employees, ensure their names and emails are identical in both systems to avoid creating duplicates.
- Lastly, click "Sync Employees Now". The integration will now update and link employees across QuickBooks Online and Planday.
3. Create new employees
With the integration setup, you can create new users or employees in one system and they will automatically be created in the other.
3.1 Create new employees in Planday
When you create new employees in Planday they will automatically be created in QuickBooks Online with the following details:
- Given name
- Family name
- Mobile /Primary phone
- Hired date
3.2 Create new employees in QuickBooks Online
You can also create you employees in QuickBooks Online and they will automatically be created in Planday. Employees will be created in Planday with the same details as above.
Creating employees from QuickBooks Online requires that you have selected a default Planday department that new employees will be assigned to.
Navigation: Settings > Integrations > Overview > QuickBooks Online > Employee details > Show details > Select department.
When creating employees from QuickBooks Online please be aware that there is a 5 min processing time, before the employee will be exported from QuickBooks Online.
3.2.1 Welcome notification
When employees are created from QuickBooks Online, please remember to go to Planday and send the welcome notification with the relevant Planday info.
4. Export worked hours
4.1 Prepare the automatic export of worked hours
To automatically export worked hours from Planday to QuickBooks, toggle on "Export Worked Hours" in the QuickBooks Online integration configuration.
Navigation: Settings > Integrations > Overview > QuickBooks Online > Worked Hours > Export Worked Hours
The integration will by default send all worked hours from normal shifts. If you also want hours from a specific Shift type to be exported to QuickBooks Online, you must select the relevant Shift types in the QuickBooks Online integration configuration.
Navigation: Settings > Integrations > Overview > QuickBooks Online > Worked Hours > Show details > Add shift types
4.2 Export worked hours
When a shift in Planday is approved, the worked hours will automatically be exported to QuickBooks Online as a time activity.
The integration supports the break rules in Planday and only the worked hours will be exported (break time will not be exported).
Unapprove or delete shifts
If a shift is already approved and the worked hours have exported to QuickBooks Online, it is still possible remove the worked hours from QuickBooks Online when you mark the shift as not approved, or delete the shift in Planday. The integration will automatically remove the time activity from the weekly timesheet in QuickBooks Online.