This article has been written for Australian users with System Administrator access to Deputy.
QuickBooks uses a white-labelled version of KeyPay to get timesheets from Deputy into Quickbooks.
Deputy users in the US should instead read Exporting to Intuit Quickbooks Online (US).
This guide will cover:
How to setup Deputy to Export to QuickBooks using KeyPay
Linking employees between Deputy and Quickbooks / KeyPay
Setting the employee's external ID in KeyPay
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Go to KeyPay
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On the left hand side, find Employees > List
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Click on any employee to expand their details
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Scroll down to the bottom to External ID
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Set this value to be the employee's email address
Setting the employee's Payroll ID in Deputy
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In Deputy, go to the Employee's profile > Employment
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Press Edit in the top right
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Click Pay Details
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Update the Payroll ID so that this matches the employee's External ID in KeyPay (in this case email address)
Note: The External ID in KeyPay can be any value you like, as long as the KeyPay External ID matches to the Employee's Payroll ID in Deputy
Setting the API Key just before you export
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Log into KeyPay using your QuickBooks Credentials
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In the top right menu in KeyPay > My Account
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Copy the "API Key" value
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Paste this into Deputy just before you export
Setting the External ID before you export
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Log into KeyPay
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On the left-hand side, find Business > Payroll Settings > (Business) Details > External ID
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Copy this into Deputy on the export screen where it says Override Business ID
Note: If you are exporting to multiple different KeyPay or QuickBooks companies or businesses, you will need to set this Business ID according to the correct External ID in KeyPay.
FAQs
Why do I need to use KeyPay to export to QuickBooks?
For Australian customers, QuickBooks has advised Deputy that they re-use the KeyPay platform in order to get timesheets from Deputy for the purposes of payroll.
Can I set the External ID to be anything for employees in KeyPay?
Yes, the External ID can be set to anything you like however it needs to be unique to the employee. This is typically an email or Payroll ID and you need to ensure it matches between both KeyPay and Deputy.
Does the integration use Deputy pay rates and awards?
Not at this time. Award interpretation can be done on the KeyPay side. Please speak to QuickBooks for more information.
Where can I get more help?
You can read more about exporting timesheets from Deputy Premium or Deputy Enterprise plans or contact Deputy support for assistance.
Common QuickBooks Errors
ERROR:
Upload Timesheet Request Failed: message= Throttle Exceeded; error code=003001;statuscode-429
This error message is encountered when trying to export to QuickBooks from Deputy. The root cause of this issue is due to the employees not having a specified Payroll ID or having an incorrect Payroll ID in their Deputy account.
SOLUTION:
In the employee's Deputy profiles, specify the employee's Payroll ID as their Deputy registered email address.
Note: the employee's email address should be the same as their registered email address in their QuickBooks profile. If not, the error below will be encountered.
ERROR:
Key does not match an external id for any employee.
*Please note, this error message is for KeyPay export.
This error message is encountered when trying to export to KeyPay from Deputy. The root cause of this issue is due to the employees having different registered email address between their Deputy and KeyPay profile. Please note, even when their Deputy Payroll ID and KeyPay Export ID match they will be receiving this error message if their email addresses do not match.
SOLUTION:
Make sure that the employee's email address between Deputy and KeyPay is the same.