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Wrike and QuickBooks Integration

Table 11. Availability

Unavailability: Free, Professional, Team, Business Plus, Enterprise Standard; Availability: Enterprise Pinnacle.


Overview

Available to all user types with the My team member permission enabled.

Account admins can control feature availability via the Export time entries to QuickBooks permission.

Integrating Wrike with QuickBooks streamlines your billing and invoicing processes, enhancing financial visibility and management. This integration allows for accurate data transfer, timely billing, and real-time synchronization.

Key Benefits:

  • Efficient Data Transfer: Automatically transfer time tracking data from Wrike to QuickBooks, eliminating manual data entry.

  • Timely Billing: Ensure all billable hours are accurately reflected in QuickBooks for prompt invoicing.

  • Stay Current with Financial Data: Streamline your financial data flow with our native QuickBooks integration.

Prerequisites and Description of General Logic

Prerequisites

Permissions: Required permissions for accessing time entries in Wrike and exporting to QuickBooks.

Description of General Logic

Integrating Wrike with QuickBooks lets you export your time entries seamlessly. To use this feature, ensure you have a QuickBooks account and can log in to complete the authentication process.

How It Works: When exporting, Wrike transfers your time entries to QuickBooks based on your Wrike data and export settings:

  • Time entries: Select time entries to export.

  • Customer/Project: You'll set the project or customer details in the export window. Select clients or projects from your QuickBoooks account. All exported time entries will be added to the selected customer or project.

  • Service: Select the service you need from QuickBooks.

  • Employee: QuickBooks requires each time entry to be linked to an employee. In Wrike, this can be done automatically or manually.

Note

In QuickBooks, a user and an employee are different. For instance, a CFO may have access to a QuickBooks account, but the reports they generate are merely representations of employee entities within QuickBooks.

Assigning Time Entries to Employees

  1. Automatic Assignment:

    • Select automatic match if the users in Wrike presented as employees in QuickBooks with the same email address. Wrike attempts to match the email of the person who created the time entry in Wrike with the email of an employee entity in QuickBooks.

  2. Manual Assignment:

    • You can manually select the appropriate employee in QuickBooks for each exported entry.

Properties Synced

  • Time Entry Comments: Comments associated with the time entry in Wrike.

  • Time Entry Duration: Duration of the time entry in hours and minutes.

  • Date of Entry: Date when the time entry was made.

  • Task/Project Information: Details of the task or project associated with the time entry.

Possible Errors and Their Reasons

  • Unknown Error:  Various internal issues such as unknown_status_in_external_system, minutes_is_invalid, hours_is_invalid, requests_limit_exceeded, wrong_external_timelog_parameters, or simply unknown.

  • Email Not Found: Recognized as email_is_invalid or user_has_not_been_found.

  • Authorization Expired: Authorization token has expired and needs renewal.

Explanation of Sync Logic and Export Status Column

  • Not Exported: Initial status when the time entry hasn't been exported.

  • Exported: Status when the time entry has been successfully exported.

  • Export Failed: Status when there was an error during export.

  • Edited After Export: Status when the time entry was edited after export.

Types of Sync Errors Visible in UI

  1. Unknown Error: This indicates an unspecified error. Internally, it could be one of the following:

    • unknown_status_in_external_system

    • minutes_is_invalid

    • hours_is_invalid

    • requests_limit_exceeded

    • wrong_external_timelog_parameters

    • unknown

  2. Email Has Not Been Found: Email address cannot be matched to a QuickBooks user. Internally, it could be recognized as:

    • email_is_invalid

    • user_has_not_been_found

  3. Authorization Expired: Authorization token has expired and needs renewal.

Working with QuickBooks integration

Integration enables rapid export and synchronization of time entries from Wrike to QuickBooks. There are two methods:

  • Exporting Time Entries Manually via Timelog

  • Automated Export of Time Entries to QuickBooks

Exporting Time Entries Manually via Timelog or Time Report

To manually export time entries to QuickBooks:

  1. Navigate to the Timelog view or Report by Time Entries for the relevant project, folder, or space 1.

    Exporting_Time_Entries_Manually_via_Timelog_or_Time_Report-1.png
  2. Click Export to QuickBooks 2.

    Exporting_Time_Entries_Manually_via_Timelog_or_Time_Report-2.png
  3. In the popup window, select the QuickBooks account 3 to use for exporting time entries.

  4. Choose the entries to export 4 and add required fields such as Customer or Projects 5 , Service 6 , and Employees 7.

    Note

    For higher QuickBooks plans, both projects and customers are available. For basic plans, only customers are available.

  5. Click Export 8 to begin the export process.

    Exporting_Time_Entries_Manually_via_Timelog_or_Time_Report-3.png
  6. Wait for the process to complete.

  7. Check the Export to QuickBooks column 10 in the Timelog view to see the number of entries exported 9.

  8. Verify that the status of these entries is marked as Exported 11.

  9. You can also use the Export to QuickBooks column as a filter if needed.

Note

Only entries not previously exported or edited since the last export will be transferred.

Automated Export of Time Entries to QuickBooks

Create an automation rule in Wrike to export selected time entries to QuickBooks based on specific triggers and conditions. This setup streamlines your workflow between Wrike and QuickBooks, boosting productivity and ensuring accurate time tracking.

To automate exporting time entries to QuickBooks in Wrike:

  1. Create an Automation Rule: Set up an automation rule with desired triggers (e.g., task status change) 1.

    Automated_export_1.png
  2. Select Action: Choose to sync time entries with QuickBooks 2.

    Note

    Action available only when the rule applies to projects (and project-based CIT).

    Automated_export_2.png
  3. Specify Sync Details: Provide specifics for synchronization, including the QuickBooks account and fields for the invoice page 3.

    Automated_export_3.png
  4. Automatic Export:  Once triggered, selected time entries will be automatically exported to QuickBooks. For instance, when a task's status changes to Completed 4, the automation will automatically export the selected time entries to QuickBooks 5.

    Automated_export_4.png
    Automated_export_5.png
  5. Verify Entries in QuickBooks: Ensure entries are correctly exported.

  6. Adjust as Needed: Verify the automation runs as expected and adjust settings if necessary.

What's next?

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