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Sync approved time to QuickBooks

From Timesheets, pick a payroll period, approve shifts, map employees to QuickBooks workers, and sync approved hours as TimeActivity; retry failures without re-running the batch.

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Owner/AdminIntegrations3 minutesUpdated Sep 23, 2026Current instructions
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What you'll do

Only approved shifts sync. QuickBooks receives hours per worker per day; you run payroll in QuickBooks as usual.

Do this

  1. 1

    Map workers once

    Settings → QuickBooks → Workers: match each Zentive employee to a QuickBooks worker set up for time tracking.

  2. 2

    Timesheets → pick the period

    Payroll preset (Current or Previous Week, Biweekly, Semi-monthly, Month) or dates; Apply Preset. Use Saved Default remembers your usual period.

  3. 3

    Approve

    Review Submitted shifts (hours, rate, notes) and approve or reject each. Approved in view and Approved hours update.

  4. 4

    Sync

    Tick rows and Sync Selected, or Sync Approved In View. The QB Sync column shows Not reconciled, Pending verification, Verified, or Drift (hours changed after sync). Retry Failed In View re-sends only failures.

  5. 5

    Export

    Export Reconciliation or Export PDF for your records; Reports → QuickBooks Payroll Sync shows health by period.

Timesheets

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Reports

Payroll Prep report

Approved hours × pay rate per employee for a pay period, ready to hand to payroll or sync to QuickBooks.

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QuickBooks Payroll Sync report

Sync health by pay period: which approved shifts reached QuickBooks TimeActivity, which failed, and which are pending verification or drifted.

Open articleCrew App

Clock in, take breaks, and submit your time

Use Time (Timesheet) to clock in at the start of a shift, enter break minutes and notes, clock out, and see recent shifts and their approval state.

Open articleIntegrations

Connect QuickBooks Online

Settings → QuickBooks → Connect QuickBooks links your company file, pulls customers, items, accounts, and workers for mapping, and syncs invoices, payments, and approved time.

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Connect Stripe to accept online payments

Settings → Stripe Account → Set Up Stripe Account lets customers pay invoices by card, ACH, Apple Pay, and Google Pay. Fees, verification, and payouts explained.

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Reconnect or change your Stripe account

When Stripe shows Disconnected or you need payouts to go to a different account, reconnect from Settings → Stripe Account. Existing invoices keep working.

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