RollSheet Help

Parents & integrations

Connect QuickBooks and sync employees

Connect your QuickBooks Online company so your staff list, hourly rates and contact details come straight from QuickBooks.

Who can do this
Admins
Where
Management → Settings → QuickBooks

Connect QuickBooks (one time)

Each center connects through its own free Intuit developer app. The QuickBooks page walks through it in the How to Set Up QuickBooks Integration card.

  1. Open Settings (under Management) and choose QuickBooks.
  2. Sign in to the Intuit Developer Portal (linked on the page), click Create an app and choose QuickBooks Online and Payments.
  3. In your new app, open Keys & credentials and copy the Client ID and Client Secret.
  4. Still in the Intuit app settings, add the Redirect URI shown on the RollSheet QuickBooks page.
  5. Back in RollSheet, paste the Client ID and Client Secret and click Save Credentials.
  6. Click Connect to QuickBooks, sign in to Intuit and approve access. You'll return to RollSheet with Connected showing under Connection Status.

Sync employees

  1. On the QuickBooks page, click Sync Employees Now.
  2. When it finishes you'll see how many employees were created, updated and skipped.
  3. Open Employees to set each new person's role. New employees come in as Assistant.
  • Only employees marked Active in QuickBooks are synced, and each needs an email address in QuickBooks.
  • People are matched to existing RollSheet employees by their QuickBooks ID, then by email.
  • Sync again whenever you hire someone or change a rate in QuickBooks.

What this affects

  • Sync replaces first and last name and email with the QuickBooks values every time.
  • Hourly rate, phone and hire date are replaced only when QuickBooks has a value. If you clear one of them in QuickBooks, RollSheet keeps its old value, so change or clear a rate or phone on the Employees page too.
  • Sync never removes or deactivates anyone. When someone leaves, deactivate them on the Employees page. Employees deactivated in RollSheet are skipped by later syncs.
  • RollSheet only reads your employee list. It never writes anything to QuickBooks, and payroll is exported as a CSV that you bring into QuickBooks yourself.
  • Synced hourly rates fill in the rates on the Payroll page.

Tips

  • If Connection Status goes back to Not Connected after a few months, click Reconnect. Intuit connections expire and need renewing.
  • Disconnect removes the saved credentials. Employees already synced stay in RollSheet.

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