QuickBooks Payroll

The QuickBooks Payroll integration connects Astalty to payroll so an approved timesheet batch can be validated and sent directly, or exported as a compatible CSV.

What It Does

• Sync timesheet batches directly to QuickBooks Payroll, or export them as a compatible CSV.
• Link your team to QuickBooks Payroll employee profiles.
• Map pay groups so each shift is paid at the right rate - including per-shift pay group overrides and separate work types for work either side of a sleepover.
• Map cost codes to QuickBooks Payroll locations so wages are split across your business.
• Sync approved leave into payroll when Leave is available, leave types are mapped and Sync leave automatically is enabled.
• Configure sleepover shift export behaviour to match your payroll requirements.
• Send custom allowances from shifts as their own timesheet lines, each mapped to a work type.

How It Works

Once connected and configured, the integration is driven from timesheet batches. When you export or sync a batch, Astalty uses the pay group attached to each shift and its optional cost code mapping. When automatic leave sync is enabled, approved Astalty leave is queued for creation in QuickBooks Payroll.

Astalty reuses the mappings on every sync. After setup, approve timesheets and send the batch.

QuickBooks Payroll Interprets the Award, Not Astalty

Astalty sends worked times and mapped work types. QuickBooks Payroll applies the award or agreement configured in payroll and calculates the resulting penalties, overtime and allowances. Astalty's own Award Interpretation view can therefore differ from the final pay run. Review the payroll result before finalising pay.

On-call is the exception. Astalty interprets it itself and sends each on-call rate on its own work type, so a pay group whose workers are on call maps its on-call rows too. See Mapping On-Call Pay Items.

Connecting It

Choose QuickBooks Payroll as the payroll platform before connecting the integration.

1. Set QuickBooks Payroll as your payroll platform. Go to Settings > Scheduling and, under Payroll & Awards, set the Platform to QuickBooks Payroll.
2. Connect the integration. Go to Settings > Integrations. The payroll card now reads QuickBooks Payroll. Select Connect and complete the provider authorisation flow. Astalty does not ask you to paste an API key.
3. Choose your business. Back in Astalty, select the QuickBooks Payroll business timesheets should be sent to. Until a business is chosen, the integration flags that it isn't ready to sync. See Businesses and employing entities.
4. Configure it. Select Configure to map your pay groups, cost codes, and leave types, to link your employees to their QuickBooks Payroll profiles, and to set your sleepover export behaviour.

Cost Codes appears only when cost codes are enabled for the account. Custom Allowances appears when your account uses custom allowances; map each one to the QuickBooks Payroll work type that pays it.

Businesses and Employing Entities

The business you choose is a payroll file, with its own employees, settings and pay runs. The list contains every business the QuickBooks Payroll user who authorised the connection can access, so if a payroll file is missing, that user needs access to it in QuickBooks Payroll.

Additional employing entities - extra ABNs that pay some employees inside that payroll file - are not separate business choices. QuickBooks Payroll assigns each employee to an entity on the employee record. Once a business is selected, the connection card lists additional employing entities returned for that business, including an ABN where one is available.

Because this uses the same Astalty connector, Businesses and employing entities on the Employment Hero page explains this in full.

Employees

Open Settings > Integrations > QuickBooks Payroll > Configure > Employees. Link each Astalty user who will appear in a timesheet batch to one QuickBooks Payroll employee. The bulk link drawer automatically suggests employees with matching email addresses; review every suggestion before selecting Link Employees. One QuickBooks Payroll employee cannot be linked to more than one Astalty user.

For the complete filter, bulk link and bulk pay group workflow, see Employees. The controls use the QuickBooks Payroll label on this account.

Sending Timesheet Batches

Once employees and pay groups are mapped, open an approved timesheet batch and use the Actions menu:

• Send to QuickBooks Payroll - validates the batch, then creates the timesheets. The QuickBooks Payroll Sync Results card shows the status, number of timesheets sent, any failure reason and employees whose lines were dropped.
• Replace in QuickBooks Payroll - available after a batch has been sent. This deletes every timesheet in QuickBooks Payroll between the batch's start and end dates and replaces it with the current batch, so use it instead of sending twice.
• Export QuickBooks Payroll Timesheet (CSV) - produces a CSV you can import by hand.

Validation runs before anything is sent. Blocking errors stop the send; warnings can be reviewed before selecting Export anyway.

Switching From Another Payroll Platform

Astalty holds one payroll connection at a time, and changing the Platform setting does not disconnect the account you were already connected to. If you're moving from Employment Hero or PayCat:

1. Go to Settings > Integrations, open the existing payroll integration and select Disconnect.
2. Change the Platform under Settings > Scheduling > Payroll & Awards to QuickBooks Payroll.
3. Connect QuickBooks Payroll and re-select your business.