QuickBooks Payroll

The QuickBooks Payroll integration connects Astalty to your payroll so approved timesheets flow straight through, without exporting and importing CSV files by hand.

What it does

• Sync timesheet batches directly to QuickBooks Payroll, or export them as a compatible CSV.
• 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, creating a matching leave application automatically.
• Configure sleepover shift export behaviour to match your payroll requirements.

How it works

Once connected and configured, the integration is driven from your timesheet batches. When you export or sync a batch, Astalty pushes each timesheet line to QuickBooks Payroll using the pay group (and any cost code) attached to the shift. Leave approved in Astalty is created in QuickBooks Payroll in the background.

Mappings are set once and then applied on every sync, so day-to-day you simply approve timesheets and send the batch.

Connecting it

Setting up QuickBooks Payroll starts in your scheduling settings — choose it as your payroll platform first, then connect 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, sign in with your QuickBooks Payroll account, and approve access for Astalty. You are not asked for an API key — the connection is authorised in QuickBooks Payroll itself.
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.
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.

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 in QuickBooks Payroll. The QuickBooks Payroll Sync Results card on the batch shows the outcome, including any lines that were dropped and why.
• 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 into QuickBooks Payroll by hand.

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 Pay Cat:

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.