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Human resources ⇄ Accounting and finance

Paylocity to QuickBooks integration — real-time, two-way sync

Keep Paylocity and QuickBooks in sync without custom scripts. Cut weeks of integration work, eliminate silent data drift, and give your team a single, reliable source of truth.

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Why teams connect Paylocity and QuickBooks

Keep the employee, department, and cost records that QuickBooks and Paylocity share consistent in real time, so the finance system and the people system stop drifting apart.

QuickBooks runs the money side of the company: who gets paid, what it costs, and which part of the business the cost belongs to. Paylocity runs the people side: who works here, which team they sit in, and how their employment changes over time. The two overlap on the same people and the same org structure, because every employee is also a payee and every department is also a cost center. When that overlap is maintained by hand, a new hire, a transfer, or a termination has to be keyed twice, and the two systems start to disagree about who is active and where the cost lands.

Stacksync syncs Accounts, Journal entries, Estimates, Purchase orders in QuickBooks with Employees, Onboarding, Deductions (Pay Setup), Earnings (Pay Setup) in Paylocity bi-directionally and in real time. A person added, updated, or deactivated on either side appears on the other within seconds, with field-level mapping and conflict resolution in place of CSV exports and nightly batch jobs.

That matters most when money follows a people event. A hire that finance can pay, a leaver whose access ends, a transfer that redirects cost to the right team, all happen from one change instead of two, so headcount and spend reconcile from the same set of records.

Common use cases

  • 01 Mirror the chart of accounts and journal entries into a warehouse for consolidated financial reporting.
  • 02 Create QuickBooks invoices automatically from closed-won deals or e-commerce orders.
  • 03 Read Pay Statements and Direct Deposit allocations into a Postgres or warehouse database for labor-cost, GL, and headcount reporting in SQL.
  • 04 React to the Employee Change webhook to pull the updated Employee record and propagate title, location, or manager changes to downstream apps within minutes.

Common sync patterns

People-driven costs land in finance

Compensation, reimbursements, or other costs tied to a person on the Paylocity side flow into QuickBooks for posting, so the books reflect what people actually cost without manual re-entry.

New person becomes a known record in finance

When someone is added in Paylocity, a matching employee or payee record appears in QuickBooks, ready for payroll, expenses, or cost allocation without anyone rekeying the details.

One employee identity

A person's name, ID, or contact details corrected in either system update the other, so finance and HR reference the same person instead of maintaining two versions.

What you can sync between Paylocity and QuickBooks

Representative objects on each side — any object or custom field can map to any target. Schemas are auto-detected; types are converted between the two systems.

Paylocity objects QuickBooks objects How this pairing syncs
Deductions (Pay Setup) Recurring deduction codes at the employee level; two-way via Upsert Deduction and Delete, with Get Deduction / Get All Deductions for reads. Payments Received funds applied to invoices, synced for revenue reconciliation Deductions (Pay Setup) is specific to Paylocity and Payments to QuickBooks — each maps to any object or custom field on the other side.
Earnings (Pay Setup) Recurring earning codes at the employee level; two-way via Upsert Earning and Delete, with Get All Earnings and Get by earning code for reads. Bills Payables written in from procurement systems for AP processing Earnings (Pay Setup) is specific to Paylocity and Bills to QuickBooks — each maps to any object or custom field on the other side.
Local and State Taxes Two-way via Create/Update/Delete Local Tax and Upsert Primary / Non-Primary State Tax; Get by tax code and Get All for reads. Vendors Supplier records aligned with purchasing and spend tools Local and State Taxes is specific to Paylocity and Vendors to QuickBooks — each maps to any object or custom field on the other side.
Direct Deposit Read-only: Get All Direct Deposit and Get Employee Bank Accounts return main and additional allocations. Bank details cannot be written through the API. Items Products and services referenced on invoice and bill lines Direct Deposit is specific to Paylocity and Items to QuickBooks — each maps to any object or custom field on the other side.
Pay Statements Read-only detailed payroll statement data — earnings, deductions, taxes, and direct deposit allocations by year, check date, or date range. Pulled for reporting, never written. Accounts The chart of accounts, mirrored so external postings map to the right ledger lines Pay Statements is specific to Paylocity and Accounts to QuickBooks — each maps to any object or custom field on the other side.
Company Codes Read-only reference codes and descriptions (cost centers, departments, positions) used to validate field mappings on employee writes. Journal entries Manual postings exported for consolidated financial reporting Company Codes is specific to Paylocity and Journal entries to QuickBooks — each maps to any object or custom field on the other side.

How changes propagate between Paylocity and QuickBooks

Each direction of the sync is driven by what the source system can signal and what the destination accepts — detection, delivery, and expected latency below.

Paylocity QuickBooks Sub-second propagation

DetectionPaylocity notifies Stacksync of record changes through webhook events. Webhooks — Paylocity POSTs Employee New Hire, Employee Change, Termination, Payroll Processed, and Time Off Approval events to a callback URL.

DeliveryEach detected change is written to QuickBooks through its API, with automatic retries and rate-limit backoff.

QuickBooks Paylocity Sub-second propagation

DetectionQuickBooks pushes changes as they happen — webhook events backed by change data capture. Webhooks for entity change events, plus a Change Data Capture query operation for pull-based deltas.

DeliveryEach detected change is written to Paylocity through its API, with automatic retries and rate-limit backoff.

Rate-limit considerations

  • Paylocity: 25 requests per second (1,500 per minute); exceeding it returns HTTP 429. Every path is scoped to a Paylocity-assigned companyId (a company code, not a UUID).
  • QuickBooks: Subject to per-realm API request limits.
What ships with Paylocity ⇄ QuickBooks

Connect Paylocity and QuickBooks for flexible, real-time data sync.

Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Paylocity–QuickBooks connection.

Real-time

Two-way sync

Changes in Paylocity or QuickBooks instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Paylocity or QuickBooks data changes, update records, fire webhooks, or kick off sequences without brittle API scripts.

At scale

Event queues

Handle millions of events per minute without losing a single Paylocity or QuickBooks record.

Observability

Monitoring

Track your Paylocity ⇄ QuickBooks sync health, view errors, and replay failed events in one click.

Trading partners

EDI

Transform legacy EDI complexity into simple database interactions between Paylocity and QuickBooks.

How the Paylocity and QuickBooks connectors work

Paylocity

Integration surface
REST API (v1 and v2), JSON payloads
Authentication
OAuth 2.0 client credentials via the Paylocity Identity Provider (/IdentityServer/connect/token) with the WebLinkAPI scope; access tokens expire after one hour and API access must be enabled by Paylocity for the company
Change detection
Webhooks — Paylocity POSTs Employee New Hire, Employee Change, Termination, Payroll Processed, and Time Off Approval events to a callback URL; payloads carry only companyId and employeeId, so the receiver calls the relevant API to fetch changed values. Scheduled polling is used for objects without webhooks.
Capabilities
read · write · webhooks
Rate limits
25 requests per second (1,500 per minute); exceeding it returns HTTP 429. Every path is scoped to a Paylocity-assigned companyId (a company code, not a UUID).

QuickBooks

Integration surface
REST API (QuickBooks Online)
Authentication
OAuth 2.0
Change detection
webhooks for entity change events, plus a Change Data Capture query operation for pull-based deltas
Capabilities
read · write · CDC · webhooks
Rate limits
subject to per-realm API request limits
How it works

How to connect Paylocity to QuickBooks — three steps, no code

Configure and sync within minutes, no code. Whether you sync 50k or 100M+ records, Stacksync handles the queues, infra, and plumbing. Integrations are non-invasive and need zero setup on your systems.

  1. 01

    Connect your apps

    Authenticate Paylocity and QuickBooks with each platform's native method — OAuth, API keys, or service accounts — plus secure options like SSH tunneling, IP whitelisting, and VPC peering.

    • OAuth 2.0
    • SSH tunnel
    • VPC peering
    Paylocity connected
    QuickBooks connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Paylocity and QuickBooks objects to sync — Stacksync auto-detects both schemas, including custom fields where the platform exposes them. Sync to existing tables, or let Stacksync create new ones with ideal data types.

    • Standard objects
    • Custom objects
    • Auto-schema
    objects · Paylocity ⇄ QuickBooks
    Customers 12,480
    Sales Orders 8,213
    Invoices 5,902
    Items 1,344
  3. 03

    Map fields

    Fields map automatically even when names and types differ. Stacksync handles transformation and type casting for you, zero configuration required.

    • Auto-map
    • Type casting
    • Transforms
    Paylocity QuickBooks
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Paylocity and QuickBooks integration FAQ

SECURITY

Security teams trust Stacksync

As a data company, we understand the importance of keeping your data secure. Stacksync is built with security best practices to keep your data safe at every layer, and is DPF-certified for US, EU, UK and CH data transfers.

Learn more about security
SOC 2 Type II
ISO 27001
HIPAA BAA
GDPR
CCPA
DPF US-EU-UK-CH
→ SECURITY WITH BENEFITS

SSO & SCIM

Let your users access Stacksync from your centralized user management systems. Works with Okta, Azure, Google SSO and more.

Alerts

Immediately get alerted about record syncing issues over email, Slack, PagerDuty and WhatsApp. Resolve issues from a centralized dashboard with retry and revert options.

Secure connection options

Securely connects to your systems with:

OAuth 2 SSH Tunnelling SSL certificates IP Whitelisting VPN gateway VPC peering and more

Related integrations

Every pair below is a real-time, two-way sync. Search all 494 integrations available for Paylocity and QuickBooks.

Popular · 8 of 494
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