---
title: "Routing QuickBooks Timecards"
description: "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."
category: "Routing & approvers"
updated: 2026-08-27
canonical: https://approvethis.com/docs/manuals/quickbooks-timecard-routing
---

# Routing QuickBooks Timecards

Timecard hours synced from QuickBooks arrive in ApproveThis as approval requests, and the lookup table decides who each one waits on. This guide covers the two settings an Administrator maintains there: per-employee approver mappings, and what happens to a timecard whose employee isn't listed. You'll need the QuickBooks timecard sync already connected to your workspace.

**Who this is for:** an Administrator.

> **Prerequisite:** Sign in as an Administrator.

> **Getting here:** Open the QuickBooks Hours workflow in the sidebar and click its Timecard tab — the Run Payroll view opens first; switch to the Lookup Table sub-tab to configure routing.


## Map an employee's hours to their approver

Payroll approvals stall when every synced timecard lands in the same inbox. Mapping an employee to a specific approver sends that person's hours straight to whoever actually signs off on them.

1. Sign in as the Administrator.
2. Click **Timecard**.

   ![Click Timecard.](https://approvethis.com/docs-assets/manuals/quickbooks-timecard-routing/screenshots/quickbooks-timecard-routing-s1-01.png)

3. Click **Lookup Table**.

   ![Click Lookup Table.](https://approvethis.com/docs-assets/manuals/quickbooks-timecard-routing/screenshots/quickbooks-timecard-routing-s1-02.png)

4. Click **Add Entry**.

   ![Click Add Entry.](https://approvethis.com/docs-assets/manuals/quickbooks-timecard-routing/screenshots/quickbooks-timecard-routing-s1-03.png)

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

   ![In Employee Name, enter the employee whose hours you're routing — the example uses Grace Lindqvist.](https://approvethis.com/docs-assets/manuals/quickbooks-timecard-routing/screenshots/quickbooks-timecard-routing-s1-04.png)

6. Click **Search for an approver**.

   ![Click Search for an approver.](https://approvethis.com/docs-assets/manuals/quickbooks-timecard-routing/screenshots/quickbooks-timecard-routing-s1-05.png)

7. Type part of the approver's name or email into **Search for an approver**, such as `Noor` in the example.

   ![Type part of the approver's name or email into Search for an approver, such as Noor in the example.](https://approvethis.com/docs-assets/manuals/quickbooks-timecard-routing/screenshots/quickbooks-timecard-routing-s1-06.png)

8. Click the person you searched for in the results (**Noor Haddad** in the example screenshots).

   ![Click the person you searched for in the results (Noor Haddad in the…](https://approvethis.com/docs-assets/manuals/quickbooks-timecard-routing/screenshots/quickbooks-timecard-routing-s1-07.png)

9. Click **Add**.

   ![Click Add.](https://approvethis.com/docs-assets/manuals/quickbooks-timecard-routing/screenshots/quickbooks-timecard-routing-s1-08.png)


> **Success cue:** **Entry added successfully** confirms the mapping is saved to the lookup table.

## Send unmatched timecards to a fallback approver

A new hire or a name that doesn't match the table would otherwise leave a timecard with nobody assigned to it. Naming a fallback approver gives every unmatched request a destination.

1. From **When No Match Found**, choose **Use Fallback Approver**.

   ![From When No Match Found, choose Use Fallback Approver.](https://approvethis.com/docs-assets/manuals/quickbooks-timecard-routing/screenshots/quickbooks-timecard-routing-s2-01.png)

2. Click **Search for an approver**.

   ![Click Search for an approver.](https://approvethis.com/docs-assets/manuals/quickbooks-timecard-routing/screenshots/quickbooks-timecard-routing-s2-02.png)

3. Enter part of the fallback approver's name or email in **Search for an approver** — the example uses `Sam`.

   ![Enter part of the fallback approver's name or email in Search for an approver — the example uses Sam.](https://approvethis.com/docs-assets/manuals/quickbooks-timecard-routing/screenshots/quickbooks-timecard-routing-s2-03.png)

4. Click the person you searched for in the results (the example screenshots show **Sam Porter (you)**).

   ![Click the person you searched for in the results (the example screenshots show Sam Porter (you)…](https://approvethis.com/docs-assets/manuals/quickbooks-timecard-routing/screenshots/quickbooks-timecard-routing-s2-04.png)


> **Success cue:** The message **Fallback behavior updated successfully** signals the setting took effect.

> **What happens next:** Routing applies as timecards arrive: every future sync checks the table, each employee's hours wait on their mapped approver, and unmatched names go to the fallback — requests that already exist are never re-routed. Choosing Skip Approval Step instead (the other option under When No Match Found) sends unmatched hours through with no approval at all. Track incoming timecards on the workflow's [dashboard views](https://approvethis.com/docs/manuals/workflow-dashboards.md).