Automated Clockify to QuickBooks Time Activity Sync (Make.com)

Streamline job costing and payroll by syncing verified Clockify time logs to QuickBooks Online using Make.com logic.

Tools: Clockify → QuickBooks

Platform: Make.com

Short Answer

A fully automated workflow that triggers upon time entry completion or approval in Clockify, converts duration into QuickBooks-friendly decimal formats, matches clients/employees via email or ID, and handles errors gracefully without duplicating records.

The Problem

Manual entry of time logs from Clockify into QuickBooks leads to billing discrepancies, delayed payroll, and significant administrative overhead. This problem is compounded when complex project structures don't map perfectly between the two systems.

The Outcome

A fully automated workflow that triggers upon time entry completion or approval in Clockify, converts duration into QuickBooks-friendly decimal formats, matches clients/employees via email or ID, and handles errors gracefully without duplicating records.

Step-by-Step Guide

1. **Create Scenario**: In your Make.com dashboard, click 'Create a new scenario'. 2. **Clockify Trigger**: Add the 'Clockify > Watch New Time Entries' module. Obtain your API Key from Clockify Profile Settings and select your Workspace. 3. **Data Transformation (Duration)**: Clockify returns time in seconds. Add a 'Set Variable' module to convert seconds to hours using the formula: `{{1.timeInterval.duration / 3600}}`. Use the `formatNumber` function to round to 2 decimal places. 4. **QuickBooks Connection**: Add the 'QuickBooks Online > Search Customers' module. Use OAuth2 to authorize Make.com. Map the Clockify 'Client Name' to the 'Display Name' filter in QuickBooks. 5. **Conditional Logic (Router)**: Add a 'Router' module. If the Search module returns a 'Bundle' (Customer exists), proceed. If not, add a 'QuickBooks > Create a Customer' module to sync the client record first. 6. **Employee Matching**: Add a 'QuickBooks Online > Search Employees' module. Filter by the Clockify user's email to ensure the activity is tagged to the correct payroll entity. 7. **Create Time Activity**: Add the 'QuickBooks Online > Create a Time Activity' module. Map the following: - `Name Type`: Employee - `Entity Reference`: ID from the Search Employees module - `Customer Reference`: ID from the Search Customers module - `Hours`: The converted decimal variable from Step 3 - `Description`: Clockify 'Description' + 'Project Name'. 8. **Error Handling**: Right-click the QuickBooks module and select 'Add error handler'. Choose the 'Rollback' or 'Break' directive to ensure partial data isn't processed if the QuickBooks API is down. 9. **Scheduling**: Set the Scenario schedule to 'Immediately' (using Webhooks) or 'Regular intervals' (e.g., every 15 minutes) depending on your Clockify plan.