Freelancer Checklist Before QuickBooks Time Tracking Setup
Check what freelancers should review before connecting time tracking software to QuickBooks to avoid setup issues, data errors, and billing problems.
QuickBooks Time (formerly TSheets) has the deepest QuickBooks integration of any tool available. It is also included free with QuickBooks Payroll Premium and Elite plans. If you already pay for one of those plans, you get a full time tracking tool at no extra cost.
Several third-party tools also connect well with QuickBooks at lower price points. The key difference to check is whether the tool supports QuickBooks Online only or both QuickBooks Online and QuickBooks Desktop. Most tools only support QuickBooks Online. Only Hubstaff, Replicon, and QuickBooks Time support both.
Top 6 Tools with QuickBooks Integration
Tool | QBO Support | Desktop Support | Starting Price |
|---|---|---|---|
QuickBooks Time | Native (full sync) | Native (full sync) | $20/mo + $8/user/mo |
Hubstaff | Native (hourly auto-sync) | IIF export (manual) | $5.83/user/mo (annual) |
Harvest | Native (invoice sync) | No | $9/seat/mo (annual) |
Clockify | Native (time export) | No | $5.49/user/mo (annual) |
Replicon | Native | Native | ~$6/user/mo (modular) |
Everhour | Native (invoice + 2-way) | No | $8.50/user/mo (annual) |
1. QuickBooks Time: Deepest Integration
This is Intuit's own time tracking product. It syncs directly with QuickBooks Payroll, QuickBooks Online, and QuickBooks Desktop. Standalone plans start at $20/month plus $8 per user per month. Included free with QuickBooks Payroll Premium and Elite. Includes GPS, kiosk mode, and shift scheduling.
2. Hubstaff: Best Third-Party Option for QuickBooks
Syncs time entries to QuickBooks Online automatically every hour. QuickBooks Desktop is supported via IIF file export (manual process). Requires the Grow plan at $7.50/user/month (annual) for integrations. Also includes GPS, payroll, and scheduling.
3. Harvest: Best for Client Billing with QuickBooks
Copies invoices and payments from Harvest to QuickBooks Online automatically. Best for agencies that bill clients by the hour. Requires the Teams plan at $9/seat/month. No QuickBooks Desktop support.
4. Clockify: Most Affordable QuickBooks-Compatible Tool
Exports tracked time to QuickBooks Online in bulk. Requires the Standard plan at $5.49/user/month. This is the cheapest paid option with a QBO connection. No QuickBooks Desktop support.
5. Replicon: Best for QuickBooks Desktop + Complex Compliance
Supports both QuickBooks Online and Desktop via native connectors. Modular pricing from around $6/user/month. Built for larger companies with government contracts or global teams. DCAA-compliant.
6. Everhour: Best for Two-Way Invoice Sync
Creates draft invoices in QuickBooks Online from tracked project time. Invoice payment status syncs back from QBO to Everhour. Requires the Team plan with a 5-seat minimum at $8.50/user/month (annual). No Desktop support.
How QuickBooks Integrations Work
You connect accounts through QuickBooks OAuth (for Online) or API key. No manual file export needed for Online integrations.
You map employees, projects, and service items between both platforms before your first sync.
Most tools push data one way: from the time tracker to QuickBooks. A few tools (Everhour, Timely) sync invoice payment status back.
Hubstaff syncs every hour automatically. Most other tools sync on demand or when you export an invoice.
Data that syncs typically includes: time entries, billable amounts, client and project names, pay rates, and invoice records.
QuickBooks Online vs. Desktop: Full Compatibility Table
Tool | QuickBooks Online | QuickBooks Desktop | Integration Type |
|---|---|---|---|
QuickBooks Time | Yes (native) | Yes (native) | Full two-way sync |
Hubstaff | Yes (auto-sync) | Yes (IIF export) | One-way + manual |
Harvest | Yes (native) | No | Invoice-level, one-way |
Clockify | Yes (native) | No | Time entry, one-way |
Replicon | Yes (native) | Yes (native) | Time data + invoice |
Everhour | Yes (native) | No | Invoice two-way |
Toggl Track | Yes (invoice only) | No | Invoice one-way |
Timely | Yes (Premium plan+) | No | Invoice two-way |
Paymo | Yes (native) | No | Invoice one-way |
Time Doctor | Zapier only | No | No native connection |
Frequently Asked Questions
Does QuickBooks have built-in time tracking?
Yes, through QuickBooks Time (formerly TSheets). It is included free with QuickBooks Payroll Premium and Elite. It is also available as a standalone subscription.
Is QuickBooks Time the same as TSheets?
Yes. Intuit bought TSheets in 2018 and renamed it QuickBooks Time in 2020. All features and data carried over. The product is the same tool under a new name.
What is the cheapest time tracking app for QuickBooks?
Clockify at $5.49/user/month (Standard plan) is the cheapest option with a QuickBooks Online connection. If you already subscribe to QuickBooks Payroll Premium or Elite, QuickBooks Time is included at no extra cost.
Can time tracking software sync with QuickBooks Payroll?
QuickBooks Time syncs directly with QuickBooks Payroll. Hubstaff, Gusto, and Paychex integrations also let most major time trackers export payroll-ready data.
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