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Creating a New Import

It is strongly suggested that you only attempt an import when you don’t expect any further changes to be made to your data in actiTIME. You can only make corrections to the imported data as long as the corresponding time activities in QuickBooks have not been billed yet.

  1. To start a new import click New Import on the Import History page
  2. Select the data you’d like to import from actiTIME into QuickBooks
    Select the data you’d like to import
  3. Next, configure the import rules (mappings) for the data you selected on the previous step.

    After your import has been successfully completed these rules will be saved in the settings for future use.

    The Integrator supports the following types of import rules:

    • Create new [QB Entity]
    • Link to [Existing QB Entity]
    • Do not import

    You need to choose an import rule for each actiTIME entity so that the imported data is correctly linked to the corresponding entities in QuickBooks: employees, customers and service items.

    To make the process easier the Integrator will try to find similar entities in both applications and pair them up automatically. You can edit the suggested mappings if necessary.

    Imported actiTIME entities are divided into four categories:

    • Users
    • Projects
    • Types of Work
    • Leave Types

    Users

    This section allows you to link actiTIME users to your QuickBooks employees (one-to-one relationship).

    Configure import rules users
    • If the Create New QB Employee rule is selected, all time entries submitted by the selected actiTIME user will be imported to the newly created QB employee.

      You must enter the name of the new QB employee if you select this option.

      Please note that the Create New QB Employee rule will not available if the Payroll functionality is turned on in the connected QuickBooks account.

      If you need to link an actiTIME user to a new QuickBooks employee, create a new employee in QuickBooks fist, then select the Link to QB Employee rule and refresh the list of available employees. Your newly created QuickBooks employee should appear on the list.

    • If the Link to QB Employee rule is selected, all time entries submitted by the selected actiTIME user will be imported to the selected QB employee.
    • If the Do not import rule is selected, time entries submitted by the selected actiTIME user will not be imported into QuickBooks.

    Projects

    This section allows you to link actiTIME projects to your QuickBooks customers and sub-customers (many-to-one relationship).

    Configure import rules projects
    • If the Create New QB Customer rule is selected, all time entries submitted against the selected actiTIME project will be imported to the newly created QB customer / sub-customer.

      You must enter the name of the new QB customer / sub-customer if you select this option.

    • If the Link to QB Customer rule is selected, all time entries submitted against the selected actiTIME project will be imported to the selected QB customer / sub-customer.
    • If the Do not import rule is selected, time entries submitted against the selected actiTIME project will not be imported into QuickBook

    Types of Work

    This section allows you to link actiTIME types of work to your QuickBooks service items and sub-services (many-to-one relationship).

    Configure import rules types of work.jpg
    • If the Create New QB Service Item rule is selected, all time entries submitted to a task or tasks with the selected type of work in actiTIME will be imported to the newly created QB service item / sub-service.

      You must enter the name of your new service item / sub-service and specify the Income Account and Price / Rate values.

    • If the Link to QB Service Item rule is selected, all time entries submitted to a task or tasks with the selected type of work in actiTIME will be imported to the selected QB service item / sub-service.
    • If the Do not import rule is selected, time entries submitted to a task or tasks with the selected type of work in actiTIME will not be imported into QuickBooks.

    Please note that the billing status of your imported QuickBooks time activities will depend on the billable / non-billable category of your actiTIME type of work.

    If the Hourly Billing Rates, Invoices & P/L Report feature is turned off in your actiTIME, then no actiTIME billing rates will be visible on this page.

    Leave Types

    This section allows you to link actiTIME leave types to your QuickBooks service items and sub-services (many-to-one relationship).

    Configure import rules leave types
    • If the Create New QB Service Item rule is selected, all hours submitted against the selected actiTIME leave type will be imported to the newly created QB service item / sub-service.

      You must enter the name of your new service item / sub-service and specify the Income Account and Price / Rate values.

    • If the Link to QB Service Item rule is selected, all hours submitted against the selected actiTIME leave type will be imported to the selected QB service item / sub-service.
    • If the Do not import rule is selected, hours submitted against the selected actiTIME leave type will not be imported into QuickBooks.

    When you are finished setting up the mapping rules, click Confirm Mapping & Continue to move on to the next step.

  4. Preview the import data to make sure that everything is set up properly.
    Preview the import data

    You can preview a detailed summary of your imported time records:

    Preview a detailed summary of your imported time records

    You can also see a preview of all items that are going to be created in QuickBooks during the import:

    Preview of all items that are going to be created

    Before you start the import you can go back to any of the previous steps and make any corrections.

    When everything is set up and ready, click Start Import to initiate the import process.

  5. Review your import progress.

    Once initiated, the import process will run in the background, so feel free to leave the page. The time it takes to complete your import will depend on the amount of imported data.

    You can interrupt the running import at any time by clicking Interrupt. Note that an interrupted import cannot be resumed, so will need to run a new import with the same configuration to import the rest of the data.

    When the import is complete, you can review the summary of the imported data in the Integrator or directly in your QuickBooks account.

    Clicking Done will take you to the Import History section of the Integrator app.

Still have questions? Let us help you.