Guide Routing & approvers

Routing QuickBooks Timecards

Hours synced from QuickBooks become approval requests automatically — the lookup table decides which approver each employee's timecard waits on, so payroll approval runs itself instead of landing in one inbox.

Updated

Admin
Open ApproveThis

The QuickBooks timecard lookup table decides which approver each employee's synced hours wait on, so payroll approvals route to the right person instead of piling into a single inbox. This guide is for Administrators maintaining that routing table in an existing QuickBooks timecard setup. You'll need the QuickBooks timecard integration already connected to your workspace, with approvers available in it. You'll map one employee to an approver, then set what happens to timecards that match no entry.

Who this is for: admin.

Map an employee's hours to their approver

When hours sync in from QuickBooks, the lookup table is what tells ApproveThis who reviews each employee's timecard — without an entry, that employee's hours have no named approver. Add a row per employee so their requests land directly with the person who signs off on their payroll.

  1. Sign in as the Administrator.

  2. Click Timecard.

    Step 2
    Step 2

  3. Click Lookup Table.

    Step 3
    Step 3

  4. Click Add Entry.

    Step 4
    Step 4

  5. In Employee Name, enter the name of the employee whose hours you're routing — the example uses Grace Lindqvist.

    Step 5
    Step 5

  6. Click Search for an approver.

    Step 6
    Step 6

  7. In Search for an approver, type part of the approver's name or email to narrow the list — the example uses Noor.

    Step 7
    Step 7

  8. Select the approver you want from the results (Noor Haddad Noor Haddad payroll-approver@docs-quickbooks-timecard-routing-6uo5.approvethis.test in the example screenshots).

    Step 8
    Step 8

  9. Click Add.

    Step 9
    Step 9

You'll see the confirmation Entry added successfully.

Send unmatched timecards to a fallback approver

Timecards will sync for people who aren't in the lookup table yet — new hires, contractors, name mismatches — and those requests still need somewhere to go. Setting a fallback approver keeps unmatched hours moving instead of stalling until someone notices.

  1. Choose Use Fallback Approver from When No Match Found.

    Step 1
    Step 1

  2. Click Search for an approver.

    Step 2
    Step 2

  3. In Search for an approver, type part of the name or email of the person who should catch unmatched timecards — the example uses Sam.

    Step 3
    Step 3

  4. Select the approver you want from the results (Sam Porter Sam Porter (you) admin@docs-quickbooks-timecard-routing-6uo5.approvethis.test in the example screenshots).

    Step 4
    Step 4

You'll see the confirmation Fallback behavior updated successfully.