Rostery and QuickBooks Online
Rostery connects to QuickBooks Online and sends your invoices, clients, staff and approved timesheet hours, so your accountant works from the same numbers you do. Every invoice arrives with the same number and the same total as in Rostery, and nothing is sent twice.
What moves between Rostery and QuickBooks
| From Rostery | In QuickBooks | How |
|---|---|---|
| Invoices | QuickBooks invoices | Same number and total, to the cent |
| Clients and plan managers | QuickBooks customers | Linked, never duplicated |
| Staff | QuickBooks employees | With contact and start details |
| Approved timesheets | QuickBooks time entries | Hours worked, updated when changed |
Invoices
In Invoices › QuickBooks you pick a date range, see every invoice with its bill-to customer, tick and send.
- Each support is its own line, with the NDIS support item, description and service date, priced as hours times rate.
- GST-free NDIS lines use your GST-free tax code; invoices that include GST use your GST code.
- If QuickBooks rounds a line differently from Rostery, a rounding line keeps the total exactly the same.
- Plan-managed invoices go to the plan manager, naming the participant and their NDIS number. A plan manager who is not a customer yet is added on the way.
- An invoice already in QuickBooks is never sent again. Rostery also checks the invoice number in QuickBooks before sending.
Customers and employees
Invoices › QuickBooks › Clients adds your clients as customers with name, email, mobile, address and NDIS number. Timesheets › QuickBooks › Staff adds your staff as employees with name, email, mobile, date of birth, start date, address and employee number.
Anyone already in QuickBooks is linked, never created twice: customers by name or email, employees by email or by name and date of birth.
Timesheet hours
Timesheets › QuickBooks sends each approved timesheet as a QuickBooks time entry for the worker: the hours worked after the break, with the clock times, the break and the shift details in the description. Where the client is a QuickBooks customer, the entry is linked to them.
- A timesheet changed in Rostery after it was sent is updated in QuickBooks, not duplicated.
- A timesheet that is no longer approved is removed from QuickBooks.
- Rostery sends hours rather than clock times because QuickBooks moves clock times into the company’s own time zone; the actual start and finish stay readable in the description.
Setting it up
- In Rostery, go to Settings › Integrations › QuickBooks and press Connect.
- Sign in to QuickBooks and choose your company.
- In Invoices › QuickBooks › Settings, choose the product or service for invoice lines and your GST-free and GST tax codes.
- Add your clients and staff from the Clients and Staff views.
- Send invoices and timesheets whenever you are ready.
What it does not do
- Rostery works with QuickBooks Online, not QuickBooks Desktop.
- Nothing is sent automatically. You choose what to send, and see it first.
- Pay runs, pay rates and employee tax details stay in QuickBooks.
Questions
Does it work with QuickBooks Desktop?
No. Rostery connects to QuickBooks Online through Intuit’s API.
Will invoice totals match Rostery?
Yes, to the cent. If QuickBooks’s line rounding differs from Rostery’s, a rounding adjustment line keeps the total identical.
How are GST-free NDIS supports handled?
You choose your GST-free tax code once in the QuickBooks settings view; every NDIS line uses it. Invoices that include GST use the GST code you choose.
What happens if a timesheet changes after it was sent?
Sending again updates the same QuickBooks time entry. If the timesheet is no longer approved, Rostery removes the entry.
Can a client end up in QuickBooks twice?
No. Rostery links a client who is already a customer with the same name or email, and tells you which ones were already there.
Other connections
Rostery and Xero · Rostery and Employment Hero · All integrations