Checking and getting the Shift Types set up on your ShiftCare account

For your Quickbooks-to-ShiftCare setup, please see the following below:

  1. On Scheduler, please go ahead and export your Staff List from ShiftCare (under Staff List click the "Export" button at the bottom right-hand corner).

  2. Please ensure the user IDs (first column of the staff export file from ShiftCare) are correctly input into your staff's individual profiles in Quickbooks under External ID.

  3. Please go ahead and create the appropriate Shift Types in ShiftCare (Under Account Settings Shift Types click the “Edit” button) that correspond to the Pay Categories rules created in your Quickbooks.

    You need to make the shifts correspond from ShiftCare to Quickbooks using the created ShiftCare ID.

Setting up the Quickbooks Pay Categories

In order to navigate to the Quickbooks Pay Categories, please go through Employees Payroll Settings Pay Categories (please see video below).

By default, there will be no External IDs assigned when you first create your pay rates in Quickbooks. Please go ahead and assign a digit code to each of the pay categories created in your Quickbooks accounting package and then copy said External IDs across to your ShiftCare Shift Types.

Once the setup steps above have been completed, you can go ahead and start your payroll by following the below steps:

  1. Please go ahead and navigate to the "Reports" sidebar menu Timesheet.

  2. Please go ahead and approve individual staff members' timesheets by clicking on Approve timesheet for every single of them.

    1. If you wish to approve your timesheets based on the clock-in/clock-out times, please action “Verify All Approve all”, this is located below the timesheets list.

    2. If you wish to approve your staff's timesheets based on the scheduled times, please go with the “Reject all” option (which will reject the clock-in/clock-out times and approve your staff's timesheet based on the scheduled shift times).

  3. Once all of your staff's timesheets have been approved, please go ahead and export the timesheet using the "Export" button KeyPay/Quickbooks Approved timesheets only.

  4. Please follow the steps above in order to download the timesheets file.

  5. In order to import your timesheets into your Quickbooks, please navigate to the Employees tab and click on Manage Employees Import Timesheets (as per the image below).


    Please select the "Custom file upload" option from the drop-down menu and upload your ShiftCare timesheet export (as per the image below).

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