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Map Payroll Items in QuickBooks to Time-Based Items in QuickBooks

Map Payroll Items in QuickBooks to Time-Based Items in QuickBooks

What is Map QuickBooks Payroll Items

Map Payroll items are used by QuickBooks to track specific amounts on a paycheck and total year-to-date (YTD) wage and tax amount for each employee. Compensation, taxes, financial additions and deductions, and company-paid costs are all included in the payroll.

“Are you attempting to move hours from QuickBooks Time to QuickBooks? To begin, you must allocate payroll items to your hours using the Payroll Item Mapping Tool; otherwise, QuickBooks will refuse your registration.  Learn how to map QuickBooks payroll items to QuickBooks Time in this guide”.

Time-Consuming Procedure to Map Payroll Items in QuickBooks

Here’s how to map QuickBooks payroll items to QuickBooks Time in detail. Before you start, keep the essential points in mind; these will enable you in effectively mapping the items.

Keeping these factors in mind:

  1. Payroll elements can only be mapped by administrators.
  2. If employees are paid for overtime or double time, double-check that QuickBooks has the relevant payroll items for them. 
  3. Enable overtime tracking in QuickBooks Time by going to the ‘Company Settings’ option, selecting on the ‘Payroll & Overtime’ tab, and then choosing the ‘vertime’ option.

Follow the steps below 

Step-1: Preparing QuickBooks Payroll Items for Mapping –

QuickBooks Online Plus, Essentials, or Advanced Mapping:

During the configuration of the QuickBooks Time and QuickBooks Online connectivity, the initial payroll item mapping works. If you want to change any of your previously mapped payroll items, follow the steps below:

  1. Select ‘QuickBooks Online Integration Preferences’ from the drop-down menu.
  2. To activate this, check the ‘Use QuickBooks Online for payroll’ box.

QuickBooks Desktop Mapping:

  • You must also set up the QuickBooks Time and QuickBooks Desktop connections, as well as map payroll items, at this time.

Important: Before syncing, make sure you’re logged in as the administrator and in single-user mode in QuickBooks Desktop.

Step-2: Payroll Items to QuickBooks Hour Items

You have 3 options for mapping your payroll items:

1. Employee Payroll Item Map:

Use the Employee option if you want to assign a default payroll item to track each type of hour your employees work. In QuickBooks, a payroll item will be set to track each employee’s regular, double-time, and overtime hours.

  1. Choose the ‘QuickBooks’ option in the top right corner of QuickBooks Time, then go to the ‘Preferences’ menu.
  2. Following that, select the ‘Payroll Item Mapping Tool.’
  3. On the Employee Map tab, you should select an employee’s name.
  4. For each hour type column, select one payroll item. It will save on its own.

2. Customer/ Service/ Item/ Class: Map Payroll Items

If you want to attach payroll items to customers, service items, or classes, you’ll need to make an employee default for any unmapped customer, service item, or class.

  1. After you’ve mapped payroll items by employee, go to the ‘QuickBooks’ selection at the top right of QuickBooks Time and select the ‘Preferences’ option.
  2. Following that, select the ‘Payroll Item Mapping Tool.’
  3. To access the options, click the ‘Gear’ icon in the right corner of the Payroll Item Mapping Tool.
  4. Then navigate to the ‘Customer, Service Item, or Class’ settings and check the ‘Allow overrides’ box.
  5. Choose the + Add Overrides’ option on the Customer Map, Service Item Map, or Class Map tab.
  6. Then select ‘None’ from the drop-down menu.
  7. Then you must choose a Customer, a Service Item, or a Class, and then click the ‘Save’ button.
  8. In each hour type column, select one payroll item.
  9. Rep until every customer, service item, and class has been appropriately mapped.
  10. It will save on its own. Close the window once the mapping is complete.

3. Employee Selection Payroll Item Map

If you don’t want to do any mapping and your employees choose their own payroll items, this is an option. On your account, you can set their check-in and check-out times.

Allow employees to pick and select the payroll components they want:)

  1. To go to the ‘Preferences’ tab, navigate to the ‘QuickBooks’ menu at the top right of QuickBooks Time.
  2. Following that, select the ‘Payroll Item Mapping Tool.’
  3. To access the options, click the ‘Gear’ icon in the right corner of the Payroll Item Mapping Tool.
  4. Then select the option to “Let Employees Choose Payroll Items.”
  5. Finally, select the ‘Save’ option.


  1. Is QuickBooks Time, a part of the QuickBooks payroll system?

    QuickBooks Time is included with QuickBooks Online Payroll Premium and Elite.

  2. In QuickBooks Online, how can I change the payroll mapping?

    Here’s how to do it:

    Go to the Gear icon and choose it.
    Payroll options are available.
    Select the Chart of Accounts option from the drop-down menu.
    Expand the section Default Accounts (or the categories section).
    After changing the accounts, click Save.

  3. In QuickBooks, what are unmapped payments?

    The sum of all payments to this vendor throughout the reporting year from accounts that were not assigned (or mapped) to boxes on the Form 1099-MISC is the amount in the “Total Unmapped Payments” column.

  4. What is the best way to map employee toast in QuickBooks?

    Employee Mapping in QuickBooks

    To access Toast Payroll, go to Company > Setup > Toast.

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