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How does the QuickBooks Time integration work?

Setup, custom fields, jobcodes, and what's unique about QuickBooks Time.

Purpose

QuickBooks Time is jobcode-based. It's also one of the more flexible integrations because of custom fields. This article walks through setup and the QBT-specific concepts.

When To Use This

Use this when:

  • You're connecting QBT to Protiv
  • A bonus calculation looks off and you suspect a jobcode mapping issue
  • You want to use custom fields to drive budgets

Setup at a Glance

  1. Click Connect on QuickBooks Time in Settings → Integrations
  2. Authorize via OAuth
  3. Discover custom fields
  4. Map jobcodes to Protiv jobs
  5. Configure effective settings per jobcode (if needed)
  6. First sync runs

What Syncs From QBT

QBT-Specific: Jobcode Hierarchy

QBT organizes work as nested jobcodes. Protiv flattens this for ProPay generation, but you can configure how the hierarchy maps.

Most setups:

  • Top-level jobcode = Protiv Job
  • Sub-jobcode = Protiv Milestone

Some setups go deeper. Talk to support if your QBT structure is multi-level.

QBT-Specific: Custom Field Discovery

QBT custom fields can drive budgets, exclusions, and metadata. Protiv discovers them automatically.

For each discovered field, decide whether to:

  • Map it to a Protiv field
  • Use it as a budget source
  • Use it for filtering / exclusions
  • Ignore it

QBT-Specific: Effective Settings Per Jobcode

QBT lets you have per-jobcode settings overrides. Protiv supports this through "effective settings."

Example: A specific jobcode bills at a different rate than the default. You set an effective override on that jobcode and Protiv uses it for that jobcode only.

QBT-Specific: Custom Field Item Filtering

For filterable custom fields (e.g. a dropdown of warranty types), Protiv can use the filter values to drive exclusion rules.

Example: You have a custom field "Job Type" with options [Standard, Warranty, Internal]. Map it to Protiv and use it in an exclusion rule to skip Warranty and Internal jobs for ProPay generation.

QBT-Specific: Estimates

QBT estimates can flow into Protiv as budget references. If you build estimates per jobcode and store them in QBT, you can pull them as the labor budget for that jobcode's ProPay.

Common Mistakes & How To Fix Them

  • "Time entries are syncing but not generating ProPays" Verify jobcode hierarchy mapping. The jobcode level needs to map to either Job or Milestone in Protiv.

  • "Custom field discovery is missing fields I expect" Some fields require an active sync to surface. Wait for a few sync cycles.

  • "My budgets aren't pulling from QBT estimates" Verify the estimates feature is enabled in your QBT account and that Protiv has the right permissions.

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