The Raken + QuickBooks Online integration automatically imports your Projects, Employees, Vendors/1099 contractors, Pay Types, and Cost Codes from QuickBooks Online into Raken — and syncs completed time cards back to QuickBooks Online with pay type and cost code detail included. No more manual data entry between systems.
Quick Answer
The Raken + QuickBooks Online integration is set up and managed by Raken's Customer Success team. To get connected, reach out to your Customer Success Manager or email help@rakenapp.com.
QuickBooks Online integration requires the Performance Plan and QuickBooks Online Plus, Advanced, or Intuit Enterprise Suite.
How It Works
Once connected, the integration imports and keeps in sync:
Projects — QuickBooks Online Projects sync to Raken as Projects
Employees — QuickBooks Online Employees sync to Raken as Workers
Vendors / 1099 contractors — QuickBooks Online Vendors with the 1099 box checked sync to Raken for independent contractor time tracking
Pay Types — QuickBooks Online Payroll Items sync to Raken as Pay Types, so your pay type structure is consistent across both systems
Cost Codes — QuickBooks Online Service Items sync to Raken as Cost Codes for job costing and production tracking
When your team logs time in Raken, you sync completed time cards to QuickBooks Online Time Activities — including pay type and cost code data — so your payroll and accounting teams receive complete, accurate records without manual rework.
How Onboarding Works
The Raken + QuickBooks Online integration uses a CS-managed onboarding model. Here's how it works:
You connect your QuickBooks Online account to Raken by logging into Company > Integrations > QuickBooks Online and clicking + Connect. This authorizes Raken to access your QuickBooks Online data.
From there, your Raken Customer Success Manager handles all configuration — linking records, importing Pay Types and Cost Codes, setting sync preferences, and validating the first sync.
Once setup is complete, ongoing syncs are managed by your CS team. You can view your integration settings and linked records at any time from Company > Integrations > QuickBooks Online.
To get started, contact your Customer Success Manager or email help@rakenapp.com.
How to Sync Time Cards to QuickBooks Online
Log into the Raken web app and click Time in the left side navigation.
Click Time cards, then click Timesheets.
Select the pay period you want to sync.
Select the time cards to sync — all or selected records.
Click Sync to QuickBooks. Time cards are sent to QuickBooks Online as Time Activities, including pay type and cost code data.
Note: Synced time appears under the Project Time Activity section within each project in QuickBooks Online — not under Time > Time Entries. This is expected behavior by Intuit's design.
Troubleshooting & FAQ
Which QuickBooks Online plan do I need?
The integration requires QuickBooks Online Plus, Advanced, or Intuit Enterprise Suite (IES). It is not compatible with QuickBooks Online Simple Start or Essentials.
Can I import QuickBooks Online Customers as Raken Projects?
No — only QuickBooks Online Projects sync as Raken Projects. Make sure your jobs are set up as Projects in QuickBooks Online, not Customers.
Does the integration support vendors and 1099 contractors?
Yes. QuickBooks Online Vendors with the 1099 box checked sync to Raken for independent contractor time tracking. Time synced for vendors goes to QuickBooks Online Time Activities alongside employee time.
What if my employees aren't showing up in Raken after connecting?
Check that your employees are active in QuickBooks Online and that Time Tracking is enabled for each employee in their QuickBooks Online profile. Employees without time tracking enabled will not sync to Raken.
Why is my synced time not showing up under Time > Time Entries in QuickBooks Online?
This is expected behavior. When time is synced from Raken to a QuickBooks Online project, it appears under Project Time Activity within that project — not under the Time > Time Entries tab. This is how Intuit handles project-associated time records. You can run a time report in QuickBooks Online to see time across all projects.
Does syncing pay types and cost codes affect how start and end times sync?
Yes — there is a trade-off to be aware of. When pay type and cost code sync is enabled, time syncs as duration only (total hours). Detailed start time, end time, and break time do not sync as dedicated fields in this mode. If you need start and end time in QuickBooks Online, contact your Customer Success Manager to discuss your options.
Can I disconnect and reconnect the integration?
Yes. Navigate to Company > Integrations > QuickBooks Online and use the settings to disconnect. Contact your Customer Success Manager before disconnecting if you have active synced data.
Why is my integration showing as Paused?
The integration defaults to Paused during setup to allow your CS team to complete the linking and import process before live syncing begins. Once setup is complete, your CS team will set the integration to Active.
Technical Specifications
Compatibility: Web app only
Sync type: Automatic inbound (QBO → Raken); on-demand outbound (Raken → QBO)
QuickBooks Online plan required: Plus, Advanced, or Intuit Enterprise Suite
Raken plan required: Performance Plan
Role required: Account Administrator
Onboarding: CS-managed — contact your Customer Success Manager to get started
Considerations
Requires the Performance Plan and QuickBooks Online Plus, Advanced, or Intuit Enterprise Suite.
Only QuickBooks Online Projects sync as Raken Projects — Customers do not.
Time tracking must be enabled on each QuickBooks Online employee record for that employee to sync to Raken.
Vendors and 1099 contractors are supported — only Vendors with the 1099 box checked sync.
Onboarding and configuration is CS-managed. You connect your QBO account; your CS team handles all setup.
Pay type and cost code sync is available when enabled during onboarding. When enabled, time syncs as duration only — start/end times and breaks do not sync as dedicated fields.
Synced time appears under Project Time Activity in QuickBooks Online — not under Time > Time Entries.
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