📝 Please note that at this time, this integration is only available for QuickBooks Online, not QuickBooks Desktop.
🎥 Prefer to watch? Here's a full video walkthrough of the QuickBooks integration process (~10 mins):
In this article, we will cover:
To support you through each step, this article includes screenshots to help you navigate the ShiftCare platform with confidence. Where available, interactive walkthroughs are also provided for hands-on guidance.
Activating Integrations in your ShiftCare Account Settings
Here are the steps to activate your QuickBooks Online integration.
In ShiftCare, head to your Account Settings using the sidebar menu.
Scroll down the Settings page to the Integrations section, and toggle on the QuickBooks Online access. See NOTE* below if you do not see the Integrations section in your Settings page.
Your sidebar menu should now refresh and reveal the QuickBooks Online section in the Integrations dropdown menu.
NOTE* - If you do not see the Integrations section in your Account Settings, please contact your Customer Success Manager or send an email to support.northamerica@shiftcare.com to have the section activated on your account.
Connecting Your ShiftCare and QuickBooks Online Accounts
In this section, please have your QuickBooks Online account credentials ready to connect your account with ShiftCare.
Go to the QuickBooks Online tab under the Integrations section in the sidebar menu.
Click the 'Connect Quickbooks Online' button.
You will be redirected to an Intuit login page where you will enter your QuickBooks Online account credentials.
After logging in successfully, your QuickBooks Integration page will refresh, now indicating a Connected status.
✅ Your ShiftCare and QuickBooks Online accounts are now connected, and you are ready to transfer data between these systems!
Importing Staff Profiles Into ShiftCare
In this section, you will learn how to transfer staff profiles from your QuickBooks Online account to your ShiftCare account.
Go to the QuickBooks Online tab under the Integrations section in the sidebar menu.
In the Feature Discovery Section, click the blue 'Import Staff' button.
A window will appear with a detailed outline of the fields that will be imported for each staff member, along with notes on important requirements.
a. You can choose to automatically send account setup emails to the staff members being imported by checking the box at the bottom of the prompt. If you leave this unticked, you’ll need to send the invites manually from each profile later.
b. When you are ready to import your staff, click 'Import Staff'.
You will be notified that importing is in progress. You can continue using other parts of ShiftCare while the import runs in the background. To check on the progress, simply return later or refresh the page for the latest update.
Once completed, a summary of staff import results will be displayed. From here you can:
View Staff: navigate to the list of all staff in your ShiftCare account, including newly imported staff members.
View Report: see a report of the import results, including reasons why some staff members failed to be imported.
Here is an example of failed import results and the reasons why they failed to import:
TIME SAVING TIP - To save time and effort, create a staff profile only once in your QuickBooks Online account, then use your QBO integration in ShiftCare to transfer them over with a single click.
✅ You have now imported your staff into ShiftCare from your QuickBooks Online account!
Importing Client Profiles Into ShiftCare
In this section, you will learn how to transfer client profiles from your QuickBooks Online account to your ShiftCare account.
Go to the QuickBooks Online tab under the Integrations section in the sidebar menu.
In the Feature Discovery Section, click the blue 'Import Clients' button.
A window will appear with a detailed outline of the fields that will be imported for each client, along with notes on important requirements. When you are ready to import your clients, click 'Import Clients'.
You will be notified that importing is in progress. You can continue using other parts of ShiftCare while the import runs in the background. To check on the progress, simply return later or refresh the page for the latest update.
Once completed, a summary of client import results will be displayed. From here you can:
View Client: navigate to the list of all clients in your ShiftCare account, including those who are newly imported.
View Report: see a report of the import results, including reasons why some clients failed to be imported.
Here is an example of failed import results:
Clicking 'View Client' will lead you to the Client List page, where newly-imported clients will have a QuickBooks logo beside their name.
TIME SAVING TIP - To save the most time and effort, create a client profile only once in your QuickBooks Online account then use your QBO integration in ShiftCare to transfer them over with a single click.
✅ You have now imported your clients into ShiftCare from your QuickBooks Online account!
Exporting Timesheet Data to QuickBooks Online
In this section, you will learn how to transfer staff timesheet data from completed shifts in your ShiftCare account to your QuickBooks Online account to streamline your payroll process.
NOTE - To avoid including unwanted shift data in the exports, only Approved shifts can be exported using the QuickBooks Online integration.
Go to the QuickBooks Online tab under the Integrations section in the sidebar menu.
In the Feature Discovery section, click 'Export Timesheets'.
You will now reach a page where you can select the details for your Timesheet Export.
Select Staff: Here, you can choose to export timesheets for a single staff member, multiple individuals, or all staff members.
Select Date Range: Select the start and end dates for the pay period you want to export.
Timesheets Summary: Once fields a and b have been filled out, you will receive a summary report of the timesheet data that will be exported. To see all timesheets regardless of approval status, toggle off 'Display only approved timesheets'.
Export Timesheets: Once ready, click here to perform the export.
Note: You can click the arrow button next to the staff member's name to view more details about their timesheet.
After clicking 'Export Timesheets', you will be notified that exporting is in progress. You can continue using other parts of ShiftCare while the export runs in the background. To check on the progress, simply return later or refresh the page for the latest update.
Once completed, a summary of the export Results will be displayed. If any records were skipped or failed to export, click 'View Report' to see the reasons.
✅ You are now equipped to use ShiftCare's QuickBooks Online integration to streamline your payroll!
Exporting Invoices to QuickBooks Online
In this section, you will learn how to transfer invoices from your ShiftCare account to your QuickBooks Online account to streamline your billing process.
Read this article to learn how to generate invoices that you can export to QuickBooks.
Navigate to Account > Integrations > QuickBooks Online from the sidebar menu.
In the Feature Discovery section, click 'Export Invoices'.
You will now reach a page where you can select the details for your Invoice Export.
Select Client: Here, you can choose to export invoices for a specific client or all clients in your account.
Status: You can choose to export invoices based on their status — Paid, Unpaid/Overdue, Overdue, or all invoices regardless of status.
Client Type: Here, you can choose among your predetermined client types.
Invoice Date Criteria: Here, you can choose between 'Issued at' or 'Due at'.
Select Date Range: Select the start and end dates for the pay period you want to export.
Invoices Summary: Once the necessary fields have been filled out, you will receive a summary report of the invoices that will be exported.
Export Invoices: Once ready, click here to perform the export. You can also choose to invoice the billing contact by ticking the box beside this button.
Note: You can click the arrow button next to the client's name to view more details about their invoice.
After clicking 'Export Invoices', you will be notified that exporting is in progress. You can continue using other parts of ShiftCare while the export runs in the background. To check on the progress, simply return later or refresh the page for the latest update.
Once completed, a summary of the export results will be displayed. If any records were skipped or failed to export, click 'View Report' to see the reasons.
Here is an example of the export report:
If your organisation operates across multiple locations with different time zones, your invoice exports will automatically reflect the actual local time and date of where the shift took place. This location-aware formatting currently applies only to Invoice exports, not to Timesheet exports.
✅ You are now equipped to use ShiftCare's QuickBooks Online integration to streamline your billing!
For further assistance with the QuickBooks Online USA Integration Guide, please contact our Support team using online chat when you're logged into ShiftCare, or email our Support team at support.northamerica@shiftcare.com.