MinuteDock can automatically apply QuickBooks accounting fields (Classes and Service Items) to your invoices and Time Activities based on the User, Contact, Project, or Task associated with each Time Entry.
You can also link MinuteDock Users to QuickBooks Employees for Time Activity syncing.
This guide covers all QuickBooks integration settings to help you automate your workflow.
Configure Classes and Service Items
Customize how MinuteDock automatically assigns QuickBooks Classes and Service Items to your Time Activities and invoice line items. These settings apply to both invoice syncing and Time Activity syncing.
Understanding the Priority Order
MinuteDock applies settings in a specific priority order. Higher-priority settings override lower-priority ones:
Task settings (highest priority) - override all others
Project settings - override Contact and User settings
Contact settings - override User settings
User settings - override system defaults
System defaults (lowest priority)
This cascading system gives you precise control over how time is categorized in QuickBooks while maintaining flexibility.
Configure Default Settings
Set organization-wide defaults that apply unless overridden by more specific settings:
Click the QuickBooks button in the top-right navigation bar
Select Integration Settings from the dropdown
In the Default QuickBooks Fields section, set:
Default Class - Applied to all Time Activities and invoice lines
Default Service Item - The service or product from your QuickBooks inventory
Configure User-specific Settings
Apply QuickBooks fields based on which team member performed the work:
Navigate to the Account screen
Click Your Team to view all Users
Click Manage next to the User's name
In the QuickBooks section, configure:
QuickBooks Employee - Required for Time Activity syncing
Class - Override the default Class for this User's time
Service Item - Override the default Service Item
Click Save Changes
Configure Contact Settings
Apply QuickBooks fields based on which client you're working with:
Navigate to the Contacts tab
Click Edit on the relevant Contact card
Scroll to QuickBooks Settings
Set specific Classes or Service Items for this Contact
Click Save Changes
Configure Project/Task Settings
Apply QuickBooks fields for specific types of work within a Contact:
Navigate to the Projects tab
Click into the Tasks sub-tab (if configuring a Task)
Click Edit on the relevant Project card
Scroll to QuickBooks Settings
Set specific Classes or Service Items for this Project
Click Save Changes
✅ Success! When you send invoices to QuickBooks, the configured fields will automatically apply to each line item based on your settings hierarchy. You'll see these reflected in your QuickBooks draft invoices, ready for final review.
Common Configuration Examples
Here are practical ways businesses use these settings:
Department tracking - Set a Class for each User to track time by department
Service categorization - Assign Service Items to Tasks for automatic service classification
Project profitability - Use Classes on Projects to track profitability in QuickBooks
Location tracking - Apply Classes to Contacts based on their location or business segment
Verify Your Configuration
After setting up your QuickBooks integration settings:
💡 Tip: Create a test invoice or send a test Time Activity to verify your configuration. Check that the correct Classes and Service Items appear in QuickBooks based on your settings hierarchy.
When you send invoices or Time Activities to QuickBooks, the configured fields will automatically apply based on your priority settings. Review the results in QuickBooks to ensure proper categorization for your accounting needs.
Link Users to QuickBooks Employees
For Time Activities to sync to QuickBooks, each MinuteDock User must be linked to a QuickBooks Employee. This connection is required for payroll processing and Time Activity reporting in QuickBooks.
Set up Employee linking
Navigate to the Account screen using the top right navigation bar
Click Your Team to view all Users
Click Manage next to the User's name
In the QuickBooks section, select the matching QuickBooks Employee from the dropdown
Click Save Changes
MinuteDock attempts to automatically match Users to QuickBooks Employees based on names, but you should verify each connection is correct.
⚡ Important: Time Activities won't sync for Users who aren't linked to a QuickBooks Employee. If you're using Time Activity syncing, ensure all active Users are properly linked.