Template Guide for QuickBooks Desktop

Derek Torres
Derek Torres
  • Updated

Service Timecard allows you to create Templates for the exports of your timecards. These custom templates can be formatted to meet the import requirements of whatever accounting software you use.

This article will walk you through creating a Service Timecard Template that will match the import requirements of QuickBooks Desktop. This article will also teach you how to import your timecards into QuickBooks Desktop.

Prerequisites

Important Notes

  • ServiceTrade does not support QuickBooks Desktop. Please reach out to QuickBooks support for QuickBooks Desktop support issues.
  • This workflow was developed and tested for compatibility with QuickBooks Desktop Enterprise 2022 and QuickBooks Contractor on a Windows operating system. It can be used with or without the QuickBooks Desktop Payroll module.

  • Format: Technician’s middle initial must be included in the first name field of User in ServiceTrade.

 

Exporting from Service Timecard and Importing into QuickBooks Desktop Workflow

Step 1: Creating a Service Timecard Template for QuickBooks Desktop

You will need settings changed in your account to use this workflow. Please contact your Project Manager, Account Manager, or our Customer Support Team.

  1. Log in to timecard.servicetrade.com
  2. Click Setting in the sidebar.
  3. Click the Template Settings accordion to expand the menu.
  4. Click the Add Template button, to begin creating a custom Template.
    Timecard_1.gif
  5. Enter a Template Name, then click Next
  6. Select the Clock Events type.
    • Expenses should not be used.
  7. Click to select the QuickBooks Desktop Grouping, then click Next.
    Screen-Shot-2022-09-09-at-2-22-36-PM.png
    • Note: When selecting this, all exports will be an .iff file and not .csv (you cannot download and open an iff file with excel/sheets.)
    • To open and review this file you must use Notepad or a Text Reader app.
  8. From the Columns drop-down menu, check to select the following fields, then click Next:
    • !TIMEACT
    • Date
    • JOB 1 (Company:Location) or JOB 2 (Company:Job)
      • Select which best fits your needs.
      • Max character limit of 41 in the Customer:Job field
    • EMP
    • ITEM
    • Wage Type
      • Wage Type must match character for character, and only one can be applied at a time. For timesheet submissions where multiple Wage Types will apply for a user, this must be updated within QuickBooks.
    • Total
    • BLANK - (Change as needed)
    • BLANK 2 (change as needed)
    • XFERTOPAYROLL
    • BILLINGSTATUS

      Definitions of Service Timecard Template Data Sources

  9. Rename the default column names the following names in the table below, if blank leave as is, then click Next:
    Default Column Field Names Rename
    !TIMEACT  

    Date

     DATE

    JOB 1 (Company:Location)

    JOB
    JOB 2 (Company:Job) JOB

    EMP

     

    ITEM

     

    Wage Type

    PITEM

    Total

    DURATION

    BLANK - (Change as needed)

    PROJ

    BLANK 2 (change as needed)

    NOTE

    XFERTOPAYROLL

     

    BILLINGSTATUS

     
  10. Drag and drop the columns fields to Order the Columns, in the order seen below.
    Screen_Shot_2022-09-12_at_9.35.38_AM.png
  11. Click Finish when done.
  1.  

Step 2: Exporting From ServiceTrade

  1. In the Service Timecard, navigate to Settings and then Template Settings.
  2. Find the new template you made, and click the View More eye icon.
    Screen-Shot-2022-09-09-at-3-58-49-PM__1_.png
  3. Click the Save as Default button.
    • You may also select the template type on the dropdown on the Review Timecard page when exporting timecards.
      Select_Template_Type.png
  4. Select the timecards you want to export. Follow the steps on How to Export Timecards.
  5. This will download as an .iif file.
    • To view the contents of an .iff file you will need to open it with either the Notepad application or a text file reader. This is a best practice to ensure the file has been exported without any issues. If you observe any issues in the exported file, please contact Customer Support.

Step 3: Importing into QuickBooks Desktop

  1. On QuickBooks Desktop, you must be in “Single-User” mode. This is a QuickBooks requirement.
  2. You also must have an Item with the Type of "Service" and the Item Name/Number of "Labor." If you don't have this set up, follow the instructions below:
    1. On the top menu, click to select Lists Item List New
      image.png
      image__1_.png
    2. In the Type drop-down, select 'Service'
    3. In the Item Name/Number field, enter 'Labor'
      image__2_.png
    4. Click OK.
  3. Select Utilities, then select Import.
  4. Select Import IIF
    Import_IIF.png
  5. Select the Import Now option.
    • This will present you with successes (and errors, if you have any) for the import, and allow you to review error messages in a separate file generated by QuickBooks Desktop
    • For example, if you have a customer listed with a different “type” in QuickBooks).
      • Selecting the "Import for me and I’ll fix later" link allows you to override any failures during the import process (for example, any character limitation.) This is recommended for advanced users who have tested the import.
  6. Once the import is complete, navigate to the Employee Center to review all Technician Employees' time for the period imported and verify the wage_type that you want Quickbooks to register for each entry.
    QuickBook_Timecard_Review.png

Step 4: Troubleshooting The QuickBooks Import

Error: Max character limit of 41 in the Customer:Job field importing to QBD

Untitled__2_.png

If this is the only problem with the file, the user can override the error and import by clicking “import for me and i’ll fix later” when Importing into QuickBooks Desktop. The data will import successfully and QuickBooks Desktop will truncate the extra characters for you.

 

Error occurs when importing a customer that resides in your system with multiple “Types.”

Untitled__4_.pngUntitled__3_.png

This error, for example, is referring to a customer which is also a vendor. In this case, you would adjust the vendor name in QuickBooks to avoid this error when importing a Timecard (the same will happen if you are trying to import an AR Invoice.)

If you receive "Error on line X - You can't change the type of a name or add a duplicate name" it means that a name that you are trying to import already exists in QuickBooks as a different type, for example, as Other.

Example of the Error from the Web Connector below:

Untitled__5_.png

 

Error: The specified Item is not present in QuickBooks or is not Service Type Item

image__3_.png

If this error occurred, You don't have an Item with the Type of "Service" and the Item Name/Number of "Labor."

If you don't have this set up follow the instructions in Step 3: Importing into QuickBooks Desktop

 

A technician’s middle initial must be included in the First Name field of a User in ServiceTrade.

If this error occurs, edit User Names in ServiceTrade to match this formatting. Example Below:
image.png

 

If the Technician forgets to clock out, they will have over 24 hours in a given day.

This should be reviewed before exporting from Service Timecard.

 

Wagetype must match character for character, and only one can be applied one at a time.

For timesheet submissions where multiple wageTypes will apply for a user, this must be updated within QuickBooks.

 

It is a recommended best practice to have a separate company file for testing any new import features.

If are not using a test company file, we recommended that users review the file on their desktops Notepad or Text Editor before importing.

Try importing a single line import first, before importing all data.

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