Field operations guide

QuickBooks time import preparation guide

A reliable accounting handoff starts before the file or API request. Names, mappings, approval status, and correction controls need to be consistent on both sides.

Stabilize identifiers

Match each field employee to the intended QuickBooks employee and each CrewLog job to the correct customer or project. Avoid relying on similar display names alone.

Choose the right handoff

QuickBooks Desktop commonly uses an IIF or prepared file workflow. QuickBooks Online can use a formatted file or a connected integration, depending on the product and configuration.

Preview before writing

Review dates, employee mappings, customer or project mappings, service items, hours, minutes, and descriptions before creating accounting records.

Prevent duplicates

Keep a stable link between each approved time entry and the resulting accounting record. Retrying an uncertain request should not create a second copy.

Handle changes explicitly

If approved time changes, require an intentional resync or correction workflow. Never silently overwrite a QuickBooks-side edit.