1. Download VTSync from this link:
   http://www.virtualsoftware.net/Downloads/vtsync_full.exe
   Install VTSync on the computer you run QuickBooks from.
2. When prompted to run or save the file, click on the “Run” button

3. When prompted for a password, use the one supplied to you by Virtual Software.
4. Complete the installation.
5. If you are using QuickBooks Online (QBOE only), install the connector from this link:
   http://www.virtualsoftware.net/Downloads/QBOEConnectorInstaller.exe
6. You can now run VTSync at any time by clicking on the Windows “Start” button and selecting “All Programs, Virtual Time+Expense, VTSync”.

1. Before running VTSync for the first time, start up QuickBooks and open your company file. For this initial one time setup, you will need to login to QuickBooks as Admin and be in Single User Mode. Once you have completed this one time setup, future uses of VTSync will not require you to be Admin or run in Single User Mode. Keep QuickBooks open for the remaining steps.
   
   Before the initial sync, review your data. “Clean up” and inactivate any information that you do not want to appear in Virtual Time+Expense (employees, customers, items, etc). This will make your data pulldowns smaller in QuickBooks, and keep unneeded data from sync'ing into Virtual Time+Expense.

2. With QuickBooks still open, run VTSync (again, click on the Windows “Start” button and select “All Programs, Virtual Time+Expense, VTSync”). The Settings dialog should appear automatically - if it doesn't, click the "Settings" button from the main VTSync window.  You will see the 3 primary required settings: the QuickBooks data file, the Virtual Time+Expense URL, and your First Day of the Week.

3. The following steps will help you select your QuickBooks data file and allow VTSync permission to access it.
   If you are using QuickBooks Online Edition, check "Online Edition (QBOE)" and skip the next step.

4. QuickBooks Desktop First Sync - Allowing Access
   If you use QBOE, skip this step.
   Select your QuickBooks (Desktop) company data file (you should still have QuickBooks open from step 1 above) by clicking on the "..." button to the right of "Data File:". 
   You will be asked if you want to auto select this file - the answer is "Yes".  At this point, QuickBooks will prompt you, asking if you want to allow Virtual Time+Expense to access your data.  Select "Yes, always; allow access even if QuickBooks is not running".  If a user selection shows, select the "Admin" user.  Also, select "Allow this application to access personal data".
   Click "Continue" then "Done".  You will be returned to the VTSync settings dialog, and your QuickBooks data file should be filled in for you.
   You can change these permissions again in the future from within QuickBooks by selecting the Edit menu, Preferences, Integrated Applications, Company Preferences tab, selecting "Virtual Time+Expense" from the list, and clicking the "Properties" button.

To view or modify these access rights in the future, do the following:

• Run QuickBooks as an administrator

• Select menu "Edit | Preferences"
• Click on the "Integrated Applications" icon
• Select the "Company Preferences" tab
• In the list, select "Virtual Time+Expense" and click the "Properties" button

5. Fill in the URL to access Virtual Time+Expense - this is the link you use to login using a web browser.  If you use Virtual Software's website, click the "..." button to the right of "Virtual Time+Expense URL:".  When asked to auto select, answer "Yes". 
   If you installed Virtual Time+Expense on your own server, enter the correct URL to access it (example "https://www.vtimecard.com/vt/").
6. Select the correct "First Day of the Week".  For example, Monday means your week is Monday-Sunday.

7. Click OK to save the settings.  You will be shown the main VTSync window and are ready to sync data for the first time!

1. If VTSync is not already open, run it now (again, click on the Windows “Start” button and select “All Programs, Virtual Time+Expense, VTSync”).
2. Choose what you want to sync by selecting the "Data to Sync".  By default this is All and will sync each data list.  By selecting a specific list here (for instance if you know you have only added a customer), you can do a quicker sync.  The first time you should select All.
3. Click on the main 'Synchronize' button within VTSync to sync all your data in one step.

4. QuickBooks Online (QBOE) First Sync - Allowing Access
   If you are not using QBOE, skip this step.

1. The first time you attempt to connect to QuickBooks Online, you will see the Setup QuickBooks Online Edition Connection dialog box. 
   Select "Set up connection!".  The Connection Interview web page will popup.

2. Click "Proceed to Login Page".
   Login using your QuickBooks Online Edition username and password and select your company if necessary. If you get a warning about installing ActiveX components, go ahead and follow the instructions to allow them to be installed.
   The interview will start - click "Continue".
3. Name the connection "Virtual Time+Expense".
4. Select access rights for "All Accounting".  This is required to access the list data.  Click "Continue".
5. For Login security, select "No. Anyone who can run Virtual Time+Expense on this computer can use the connection."  You can select "Yes" for all or selected users, however you will have to login to QBOE every time you sync or import (so this is not recommended).
   It will ask you if you are sure, click "I still want to turn off login security".  Remember this allows VTSync to access without a login - your employees will still have to login to use QBOE itself.
6. Click "Create Connection".
7. You will now be given a "Connection Key".  Click "Copy to Clipboard" (allow access if prompted), then "Continue", then "Finish".  This will close the interview window and return you to the initial Setup a Connection window.  In the field "Paste connection ticket here:" field, right click, select "Paste".  A long string (example: "TGT-55-fa7M5KLXeXizPC$7aYJbmA") should appear.
8. Click OK.  VTSync should continue and successfully access your QBOE data!

To view or modify these access rights within QBOE in the future, do the following:

• Log into QuickBooks Online as an administrator

• Select menu "Company | All Lists"
• Click on "Connection List"
• In the list, select "Virtual Time+Expense" and click the "Edit" button (or double click it)

5. Each data list (terms, employees, customers, etc.) will be synchronized one at a time.  After sync'ing each data list, VTSync will show you a summary of what was added or modified (if anything), and will tell you if there were any issues.  When you have reviewed the results for a data list, click continue to go on to the next one.  If there are any errors (or possibly warnings), it is recommend that you cancel the sync, resolve the issue(s) in QuickBooks or Virtual Time+Expense, and start the sync again.

1.  Terms

Accounts are used to track your billables (accounts receivable) for income, and your payables (accounts payable) for your payroll and expenses.

By default income accounts are sync'ed - to sync expense accounts, in Virtual Time+Expense go to Admin, My Company and either enable Expenses or check "Sync Expense Accounts" in the Defaults section.

Payroll Items are used to associate hours in a timecard to the appropriate payroll type (normal, overtime, etc). 

* If you do not use Payroll Items, or if you use the defaults (normal hours = 'Hourly Regular Rate', overtime = 'Overtime Hourly Rate' etc), you do not need to sync payroll items. 

If you use non-standard Payroll Items, first sync your payroll items to Virtual Time+Expense, then set up your preferences to use the correct ones (in the Admin section, click 'My Company' and select the payroll items you use in the 'Timecard Payroll Items' section, and click the 'Save' button at the bottom).

If an employee does not sync, verify that it is active and does not have a Release Date (Employment Info tab).

To get a 1099 vendor to sync with Virtual Time+Expense as a user, do the following:

QuickBooks Desktop:  Assign the vendor both a first and last name in each field (besides just the 'Vendor Name'.  Assign the vendor Type = '1099 contractor' (edit the vendor in QuickBooks, click the 'Additional Info' tab, and set the type) - if this type doesn't exist, create it.

QuickBooks Online:  For the name click the "Full Name" button (left of the name field) and verify that both the first and last name fields are filled in.  Check "Track payments for 1099".
Note that when sync'ing with Virtual Time+Expense, the "Display Name" is the matching field for VT's "Bill Name", the "Print As" field is used on checks, and the "Full Name" will be listed on checks address field (followed by Company Name if used).

* If you do not use 1099 contractors, you do not need to sync Vendors.
* CorpToCorp vendors can have multiple contractors working through them - because of that you cannot sync them directly (not an individual).  To handle these type of users, in Virtual Time+Expense create a company with the same exact name as the vendor in QuickBooks, and change it from a Customer to a Vendor.  Then create a new user for each CorpToCorp consultant, set the type to "CorpToCorp", and set the External Employer to the company you just created.

If a customer or job does not sync, verify that it is active, the Job Status is not Closed, and there is no End Date (Job Info tab).

If you want Virtual Time+Expense to automatically link the task list to your Item or Class list, do the following:

* Enable tasks in Virtual Time+Expense (Admin, My Company, Defaults section, "Use Tasks")
* In VTSync, click the Settings button, then the Advanced button.  Check either "Sync Items as Tasks" or "Sync Classes as Tasks", then click OK twice.  Now it makes a set of tasks automatically linked to each item or class.

You have now sync'ed all your basic data with Virtual Time+Expense!

You can re-sync again at any point when data has been changed in your accounting software (for example when you hire a new employee or add a new customer).

After sync'ing for the first time, you might have extra data that is not needed in Virtual Time+Expense (for example employees that wont submit time, or customers that you will not submit time to).  Take the time to edit each one and make them inactive within Virtual Time+Expense, and this will keep the lists of data relevant and as short as possible.

An example to de-activate a project named "Demo":

1. From the 'Admin' area, click on 'Projects' from the 'Admin Data' section.

2. Click on the projects name to edit it (in this example, 'Demo')

3. Uncheck the 'Active' (to make it not active), then click the Save button at the bottom of the page.

When you download your billables or payables from Virtual Time+Expense, select "Open" and VTSync will automatically start, or save the file in a common directory (like "C:\Virtual Time+Expense") and run VTSync to open it.  Once complete, you will be shown a summary of what was imported.  Its that easy!