monday.com and QuickBooks Time: how the integration works

Yes, monday.com can be connected to QuickBooks Time. The integration turns projects and customers in monday.com into jobs that employees can clock time on in QuickBooks Time, puts the reported time on the right project in monday.com, and bases invoicing and budget tracking on actual time instead of estimates. There is no built-in QuickBooks Time integration in monday.com, so the integration is built in Make, which has a QuickBooks Time app, or as custom code. This article covers what the integration does, how it is built and what to consider before you get started.

Example 1 · Project becomes job

The project is started in monday.com
Router · Does the customer exist as a job in QuickBooks Time?YesThe project is added as a subjobNoCustomer and project are created
Employees can clock time on the project

The project manager creates the project once in monday.com. Nobody has to set up the same job again in QuickBooks Time.

Example 2 · Time to the project

The employee clocks in and out in QuickBooks Time
Timesheet entries are retrieved every night
Hours are totaled per project in monday.com
Router · Over budgeted hours?YesStatus turns red and the project manager is notifiedNoNo action

The project manager sees time spent against budget on the same board as the schedule, instead of in a separate report.

Example 3 · Invoice basis

The month is closed
Approved time per customer is retrieved from QuickBooks Time
The invoice basis is created in monday.com
Passed on to the finance system

Ongoing engagements are billed on actual time. Finance gets an invoice basis per customer built on approved timesheet entries.

Example 4 · Project closes

The project is marked done in monday.com
The job is deactivated in QuickBooks Time

Employees can no longer clock time on closed projects, so time does not end up in the wrong place by mistake.

The flows above are only examples of how it can work. Every integration is built around your process: which steps it should include, what should happen in each situation and who is responsible for what.

Short answer

monday.com has no QuickBooks Time integration of its own in the Integrations Center. The integration is built in Make, whose QuickBooks Time app can create and update jobs, customers and timesheet entries and retrieve reported time. The app has no triggers, so time headed for monday.com is retrieved on a schedule, for example every night, rather than the second someone clocks out. For most companies that is enough. Custom code against QuickBooks Time's API is possible, but Intuit restricts API access to approved developers, which makes Make the practical option.

What the integration can do

Here are four common examples. Your integration can do more, less or something entirely different, depending on how you work.

01Project becomes job

When a project is started in monday.com, the customer and job are created in QuickBooks Time, so employees can clock time on the right project from day one. When the project closes, the job is deactivated.

02Time on the right project

Reported time is retrieved from QuickBooks Time and totaled per project, employee and period in monday.com. The project manager sees time spent against budget without switching systems.

03Invoice basis on actual time

At month-end close, approved time per customer is collected into an invoice basis in monday.com, which then moves on to the finance system.

04Exceptions become tasks

Time with no project, time over budget or time not approved on schedule becomes a task for the project manager or employee in monday.com.

Why connect monday.com and QuickBooks Time?

One place to set up projects. The project is created in monday.com and exists in QuickBooks Time without anyone typing it in again.
The right time on the right project. Employees clock time on jobs that match the projects, so time does not have to be re-sorted after the fact.
Budget against actuals as you go. The project manager sees time spent against budget while the project is running, not when it is too late to act.
Billing on actual time. The invoice basis is built on approved timesheet entries, not on what someone remembers at the end of the month.

How the integration is built

There are three options, and the right one depends on how advanced the flow is.

Option	Best when	Keep in mind
QuickBooks Time's own integrations	You only need the time in QuickBooks Online for payroll and invoicing, not in monday.com	QuickBooks Time connects with QuickBooks Online, but has no integration of its own to monday.com
Make	Projects to jobs, time back to projects, invoice basis and tasks on exceptions	Make's QuickBooks Time app has modules for jobs, customers, users and timesheet entries but no triggers, so time is retrieved on a schedule
Custom code against QuickBooks Time's API	Real-time event requirements or very large volumes	Intuit restricts API access to approved developers, and someone has to own and maintain the code

For most companies, Make is the right option, but the platform is just the tool. What determines whether the integration holds up is how it is built: how projects and customers in monday.com map to the job structure in QuickBooks Time, how the flow handles time that is changed or approved after the fact, how duplicates are avoided when the same timesheet entry is retrieved twice, and what happens when a timesheet entry cannot be matched to a project. An integration that silently counts the same hours twice produces an invoice basis the customer will question. That is why we build with logging and alerts from the start, and manage the integration as the process or systems change. The integration requires a QuickBooks Time account with an admin who is allowed to connect apps.

What to decide before you build

An integration is never better than the process it automates. These questions determine whether it works in practice:

How should the projects be mirrored in QuickBooks Time? Customer as job and project as subjob is the most common. Decide how deep the structure should be, and what happens to projects that are renamed.
Which time should be retrieved? All clocked time, or only time the manager has approved. Approved time gives fewer changes, but shows up later.
How often? Once a night is enough for budget tracking. An invoice basis at month-end close only needs one run once the period is closed.
How are duplicates avoided? Every timesheet entry has an ID in QuickBooks Time. Store it in monday.com, so the same entry is never counted twice.
What happens when something goes wrong? A good flow logs every run and flags when a timesheet entry could not be matched, instead of silently skipping it.

QuickBooks Time is almost always used together with QuickBooks Online, which handles payroll and invoicing based on the time. Intuit takes care of that integration itself, and you should not rebuild it. The integration to monday.com is for what QuickBooks Online does not do: plan the project, track time spent against budget while the work is underway and give the project manager the full picture in monday work management. If you also want to create the invoice from monday.com rather than from QuickBooks Time, we cover that in monday.com and QuickBooks Online. Swedish companies that instead report time directly in monday.com and invoice from Fortnox, a Swedish accounting system, will find the corresponding flow in monday.com and Fortnox. You can find more integrations under all integrations.

Straviont builds the integration

We are an official monday.com partner and certified CRM specialists with monday.com, and we build integrations between monday.com and time tracking and finance systems in Make. We start with the process: how the projects should be mirrored, which time should be retrieved and who acts on exceptions. Only then is the flow built, with logging and error handling, and we manage it as your business changes.

Frequently asked questions

Can monday.com be connected to QuickBooks Time?

Yes. There is no built-in integration in monday.com, but the integration is built in Make, which has a QuickBooks Time app, or as custom code against the API. It can create jobs in QuickBooks Time from projects in monday.com, retrieve reported time back and build an invoice basis on actual time.

Can projects in monday.com become jobs in QuickBooks Time automatically?

Yes. When a project is started in monday.com, the integration can create the customer and job in QuickBooks Time, so employees can clock time on the project right away. When the project closes, the job can be deactivated.

Does clocked time show up in monday.com right away?

Almost. Make's QuickBooks Time app has no triggers, so time is retrieved on a schedule, for example every night or every hour. For budget tracking and invoicing, that is enough for most companies.

Can time reported in monday.com be sent to QuickBooks Time?

Yes. Make's app can create timesheet entries in QuickBooks Time, so time reported in monday.com can be transferred. Most companies still pick one direction, so it is clear where time is reported.

Why not build directly against QuickBooks Time's API?

Intuit restricts API access to approved developers, which requires an application. Make already has that access, which makes it the practical option for most companies.

What do we need in QuickBooks Time to connect the systems?

A QuickBooks Time account and an admin who can connect Make. The job structure, meaning customers and jobs, should be decided before the integration is built.

Next steps

Start by describing how the projects should be mirrored in QuickBooks Time, which time should be retrieved and what it should be used for. From there, building it goes quickly. If you want help, you can book a free mapping session and we will go through it together.