Fixing QuickBooks Time and QuickBooks Online Hour Sync Errors

September 2025 – Users who rely on QuickBooks Time to track employee hours often encounter obstacles when those hours fail to appear in QuickBooks Online. The sync log displays a variety of messages that point to setup mismatches, closed accounting periods, or missing payroll assignments. Addressing each of these conditions restores the flow of time data and keeps payroll processing on schedule.

Common Sync Log Messages

When the connection between the two services breaks, the sync log may show one of the following alerts:

• Payroll mapping error – the employee lacks a payroll item assignment.
• Closing date error – the company books have a closed period that blocks new time entries.
• Feature error – a required setting is disabled in either application.
• Permissions error – the syncing user does not have sufficient rights.
• Billable error – the billable flag is not enabled for the time entry.
• Missing employees error – an employee exists in one system but not the other.
• Authentication error – the login credentials for the sync have expired or are invalid.

Each message points to a specific corrective action that can be performed without needing to consult external documentation.

Resolving Payroll Mapping Errors

If the log indicates that a user has no payroll items assigned, the fix involves mapping the appropriate pay types in QuickBooks Online and then reflecting those choices in QuickBooks Time.

1. In QuickBooks Online, navigate to the Payroll section and open the Employees list.
2. Locate the affected employee and open their profile.
3. From the Pay types area, choose Start or Edit.
4. Select the pay types that apply to the employee’s compensation (regular, overtime, double‑time, etc.).
5. Save the changes.

Next, open QuickBooks Time and access the Preferences menu via the QuickBooks dropdown. Choose the Payroll Item Mapping Tool. For each employee, assign the pay type that matches the selection made in QuickBooks Online. Close the window once all mappings are complete. A subsequent sync should clear the payroll mapping error.

Correcting Closing Date Errors

When the sync log reports that the account period has closed, the company’s books are set to a date that prevents new transactions. Adjusting the closing date in QuickBooks Online removes the block.

1. In QuickBooks Online, open Settings and choose Accounts and settings.
2. Select the Advanced tab and locate the Accounting section.
3. Edit the Closing date field to a date that allows the desired time entries, then save.

After updating the closing date, return to QuickBooks Time, open the QuickBooks dropdown, and go to Preferences. If the Class feature is enabled, uncheck it, as this sometimes interferes with sync after a date change. Run a fresh sync to verify that the error no longer appears.

Enabling Billable Time Tracking

If the log highlights a billable error, the time entries are not marked as billable in QuickBooks Time, which causes the sync to reject them.

1. In QuickBooks Time, open the Timesheet view.
2. Turn on the Allow time to be billable option.
3. Save the setting and exit the screen.

A subsequent sync will transfer the hours with the billable flag intact.

Matching Missing Employees

When an employee appears in one system but not the other, the sync log will flag a missing employees error. The solution is to ensure the employee exists in both platforms and then link the records.

1. Verify the employee’s presence in QuickBooks Online under the Payroll Employees list.
2. If the employee is absent, create the record with the required personal and tax information.
3. In QuickBooks Time, open the QuickBooks dropdown and select View Sync Log.
4. Locate the error message in red and choose Fix This next to it.
5. A list of employees from QuickBooks Online appears; search for and select the matching employee.
6. If the employee still does not appear, add them to QuickBooks Online first, then repeat the matching step.
7. Optionally, exclude the employee’s time from syncing if their hours should not be transferred.
8. Save the selection and repeat for any additional unmatched employees.

Close the QuickBooks Time window and initiate a new sync to confirm the error is resolved.

Handling Authentication Errors

Authentication errors arise when the credentials used for the sync have expired or been changed. Refreshing the connection resolves the issue.

1. In QuickBooks Time, select the QuickBooks dropdown and choose Preferences.
2. Locate the section for account credentials and re‑enter the username and password for the QuickBooks Online account that has admin rights.
3. Save the updated information.

After re‑authenticating, run a sync to verify that the hours now transfer without error.

Final Verification

Once each potential cause has been addressed, perform a manual sync from QuickBooks Time. Open the Sync Log and confirm that no error messages appear in red. If the log shows a successful transfer, the issue is resolved. Should any new message arise, repeat the relevant steps above until the log is clean.

By systematically checking payroll mappings, closing dates, billable settings, employee matches, and authentication details, users can restore reliable hour synchronization between QuickBooks Time and QuickBooks Online, ensuring accurate payroll and client billing.

[Additional help with QuickBooks Online is available at qbo.support]