Importing Worksana Time Data into QuickBooks Desktop
Worksana provides an IIF file export that can be imported directly into QuickBooks Desktop (QBD) for payroll processing. Follow these setup steps to ensure a successful import.
1. Prepare Your QuickBooks Desktop Environment
Employee Names Configuration
Ensure employee names in both Worksana and QBD match exactly. The first name in Worksana should match the first name in QBD, and the last name in Worksana should match the last name in QBD.
QBD has limitations with multiple first or last names. Use hyphens to combine multiple names.
Example 1: For "Benito Beltran Murillo"
First name: Benito
Last name: Beltran-Murillo
Example 2: For "Maycon Ricardo Garcia Ayala"
First name: Maycon-Ricardo
Last name: Garcia-Ayala
If you have middle initials in QBD, move them to either the end of the First name field or beginning of the Last name field with a hyphen.
Note: The field for "PRINT ON CHECK AS" in QuickBooks Desktop does not need to be hyphenated.
While editing employee names, verify that the "Use Time Data to Create Paychecks" box is checked in each employee's Payroll Info tab. This setting is required for the import to work properly.
Payroll Item Configuration
Ensure your QBD payroll items match the following terms exactly (found in Lists → Payroll Item List):
Type | Required QBD Payroll Item Name |
Regular Time | Hourly |
Overtime | Overtime (x1.5) hourly |
Doubletime | Double-time Hourly |
Any adjustment activities in Worksana (such as PTO or Sick time) must also match their corresponding QBD Payroll Item names.
Job Costing Configuration (If Applicable)
If you're using job costing, ensure these fields align:
QBD Customer:Job = Worksana Job
QBD Service Item = Worksana Task
2. Set Up Weekly Timesheets in QuickBooks
Configure QuickBooks to use Weekly Timesheets for payroll processing. This is where the IIF file will send the hours from Worksana.
The following video demonstrates how to enable weekly timesheets, what they look like, and how to process payroll using this information:
3. Export and Import Time Data
Exporting from Worksana
When it's time to process payroll:
Navigate to the Timecards section in Worksana
Click on the "Export" button
Select "Quickbooks IIF Export 2"
For your first import, try processing a small batch of employees first to verify everything works correctly before importing the rest.
Importing into QuickBooks Desktop
Always back up your QuickBooks company file before importing IIF files. If you encounter problems, you can restore your company file to its state just prior to the import. This can not be over-emphasized. Imports cannot be undone and concurrent imports will duplicate data, not overwite it, which creates a huge mess that must be cleaned up manually, employee by employee due to limitations on QBD's side
Follow these steps to import the IIF file:
Sign in to your company file as an admin
If you're in Multi-user mode, go to the File menu, then select Switch to Single-user Mode
Go to the File menu, then select Utilities
Select Import, then select Import IIF
Select the IIF file you exported from Worksana, then select Open
Select OK to confirm the import
Summary
Successfully importing Worksana time data into QuickBooks Desktop requires three key steps:
Preparation: Match employee names exactly between systems, configure required payroll items in QuickBooks, and set up job costing relationships if needed.
Configuration: Enable Weekly Timesheets in QuickBooks to receive the imported time data.
Import Process: Export the IIF file from Worksana and import it into QuickBooks following the proper backup procedures.
When properly configured, this integration creates a seamless flow of timecard data from Worksana into QuickBooks, streamlining your payroll process and reducing manual data entry.