Contact Us

Key Takeaways

  • Timeero and NetSuite have no native integration—you must use CSV exports, custom API development, or middleware
  • CSV method costs $0 in implementation with internal resources and takes 2-4 hours to set up
  • Custom API integration requires Timeero Premium plan (pricing not disclosed) and typically an estimated 20-40 development hours
  • GPS-verified timesheets significantly reduce payroll errors compared to manual entry while delivering precise labor cost allocation
  • Automated time tracking integration streamlines payroll processing and delivers reliable project costing data

Understanding the Benefits of Timeero NetSuite Integration

Connecting your time tracking data to your ERP eliminates the manual data entry that consumes hours every pay period. When Timeero's GPS-verified timesheets flow directly into NetSuite, you gain accurate labor cost allocation, faster payroll processing, and reliable project costing data.

The integration addresses several operational pain points:

  • Eliminated double-entry: No more transcribing hours from one system to another
  • GPS-verified accuracy: Location data confirms employees worked where scheduled
  • Real-time visibility: Project managers see labor costs accumulating as work happens
  • Streamlined payroll: Approved timesheets feed directly into payroll processing
  • Mileage documentation: IRS-compliant mileage logs support reimbursement claims

Companies can significantly reduce mileage reimbursement costs by replacing estimated mileage with precise GPS-based tracking. When your field service or construction crews track time through Timeero, that precision translates directly into cost savings once integrated with NetSuite's financial modules.

Initial Steps: Preparing Your NetSuite and Timeero Accounts

Before connecting these systems, both platforms require specific configurations. Missing any of these prerequisites leads to failed imports or incomplete data synchronization.

Configuring NetSuite Roles and Permissions

Your NetSuite administrator needs to enable several features and set appropriate access levels. Look for the Enable Features option in your company settings, then verify these are active:

  • Time Tracking feature (under Employees tab)
  • SuiteTalk Web Services (if using API method)
  • Token-Based Authentication (for API connections)
  • CSV Import Records permission on the integration user's role

For detailed permission setup, review the complete guide on NetSuite roles and permissions. The integration user needs access to employee records, time bills, and import functionality at minimum.

Gathering Essential Timeero Credentials

In Timeero, you'll need administrator access to configure exports and API connections:

  • For CSV method: No special credentials needed—just admin access to Reports
  • For API method: Navigate to the Integrations section to generate your API key

One critical note: API access requires Timeero's Premium plan. The Basic plan at $4/user/month (annual billing) and Pro plan don't include public API access. If you're evaluating integration methods, factor this pricing difference into your decision.

Leveraging API for Seamless Data Flow Between Timeero and NetSuite

The API approach delivers real-time or near-real-time synchronization between systems. This method suits organizations with high employee counts, daily payroll requirements, or complex approval workflows.

Setting Up OAuth 2.0 for Robust API Authentication

NetSuite's REST API requires proper authentication configuration. The setup involves creating an integration record, generating tokens, and configuring your application to sign requests correctly.

In NetSuite, look for the Manage Integrations option and create a new integration:

  1. Name your integration (e.g., "Timeero Time Sync")
  2. Enable Token-Based Authentication
  3. Save and securely store the Consumer Key and Consumer Secret
  4. Create access tokens in your user/role settings

For step-by-step token configuration, see the complete tutorial on OAuth 2.0 M2M setup. Getting authentication right is critical—most integration failures trace back to improperly configured credentials.

Mapping Timeero Data Fields to NetSuite Records

Data transformation sits at the heart of successful integration. Timeero's data structure doesn't match NetSuite's Time Bill records directly, requiring field mapping logic:

Common field mappings:

  • Employee Name → Employee (Internal ID): Must lookup internal ID from name
  • Date → Date: Format must match NetSuite preferences
  • Hours Worked → Hours: Convert decimal to HH:MM format
  • Job/Task → Customer/Project: Requires mapping table
  • Notes → Memo: Direct transfer

The Timeero API allows 60 requests per minute, so implement appropriate throttling in your integration code. For high-volume operations, batch your requests rather than making individual calls for each timesheet.

Step-by-Step Configuration for CSV Integration

For most businesses, the CSV export/import workflow provides the optimal balance of simplicity and reliability. This approach works especially well for organizations with fewer than 100 employees and weekly or bi-weekly payroll cycles.

Step 1: Export Time Data from Timeero

In Timeero's web application:

  1. Navigate to Reports and select Report By Date Range
  2. Select your date range and employees to include
  3. Click "Generate Report"
  4. Download the report as CSV

The export includes employee names, dates, hours worked, job/task assignments, mileage, and notes. Expect this process to take about 15 minutes once you're familiar with the interface.

Step 2: Transform Data for NetSuite Import

Open the CSV in Excel and perform these transformations:

  • Add Employee Internal IDs: Look up each employee's internal ID in NetSuite's employee list (enable "Show Internal IDs" in preferences)
  • Format dates: Match NetSuite's date format from your user preferences
  • Convert hours: Change decimal hours (8.5) to time format (8:30) using Excel formula: =TEXT(A2/24,"h:mm")
  • Map jobs to customers: Add columns for NetSuite Customer and Project internal IDs
  • Add service items: Include the Item column with your labor service item

For comprehensive import guidance, reference the NetSuite CSV import tutorial which covers common formatting requirements.

Step 3: Import Timesheets to NetSuite

With your transformed CSV ready, follow the NetSuite CSV import process:

  1. Look for the Import CSV Records option in your setup menu
  2. Select Import Type: "Employees" and Record Type: "Track Time"
  3. Upload your prepared CSV file
  4. Select "Add" for Data Handling
  5. Map CSV columns to NetSuite fields
  6. Save the mapping for reuse
  7. Run the import

Monitor progress in the CSV Import Status area. The import process documentation provides troubleshooting steps for common errors like invalid date formats or missing required fields.

Common Import Errors and Fixes

Invalid employee reference:

  • Cause: Employee ID doesn't match NetSuite records
  • Solution: Verify internal IDs in NetSuite employee list

Invalid date format:

  • Cause: Date format mismatch with user preferences
  • Solution: Match your user preferences exactly

Required field missing:

  • Cause: Customer or Item fields are blank
  • Solution: Populate required fields for billable hours

Duplicate record:

  • Cause: Timesheet already exists in NetSuite
  • Solution: Check for prior imports of same data

Optimizing Time Tracking: Timeero Settings for Efficient NetSuite Sync

Proper Timeero configuration upstream prevents data quality issues downstream. These settings ensure clean data flows into NetSuite.

Configuring Project-Specific Time Tracking

Structure Timeero jobs and tasks to mirror your NetSuite customer and project hierarchy:

  • Create Timeero jobs matching NetSuite customer names exactly
  • Set up tasks within jobs corresponding to NetSuite project tasks
  • Require employees to select job/task before clocking in
  • Enable GPS verification to validate on-site presence

This alignment simplifies field mapping and reduces manual cleanup during import. Workers select from predefined options rather than free-text entries that require interpretation.

Ensuring Accurate Employee Data Sync

Maintain consistency between employee records in both systems:

  • Use identical employee names in Timeero and NetSuite
  • Create a reference spreadsheet mapping Timeero usernames to NetSuite internal IDs
  • Update both systems simultaneously when employees are added or removed
  • Verify active/inactive status matches across platforms

For organizations leveraging NetSuite automation, consider building a scheduled workflow that validates employee data consistency between systems.

Integrating Timeero with NetSuite for Accurate Payroll and Project Costing

The integration's real value emerges when time data supports financial processes. Accurate hours flowing into NetSuite enables reliable payroll, precise project costing, and meaningful profitability analysis.

Streamlining Payroll Processing

Once timesheets are imported to NetSuite, they're available for payroll processing through SuitePeople or your integrated payroll system. The workflow typically follows this pattern:

  1. Import Timeero timesheets via CSV (weekly/bi-weekly)
  2. Route timesheets through approval workflows
  3. Export approved hours to payroll system
  4. Process payroll with verified time data

Organizations report faster billing cycles when time data flows automatically rather than requiring manual entry, reducing processing time from days to hours.

Detailed Project Costing Through Integrated Time Records

For service companies and contractors, labor cost accuracy determines project profitability. NetSuite's project accounting modules consume imported time data to:

  • Calculate actual vs. budgeted labor hours
  • Generate real-time project profitability reports
  • Support percentage-of-completion revenue recognition
  • Enable accurate client invoicing

Companies in manufacturing and service industries particularly benefit from integrated time tracking that feeds WIP calculations and job costing reports.

Best Practices for Monitoring Your Integration

Ongoing monitoring prevents small issues from becoming payroll emergencies. Establish these practices from day one.

Setting Up Alerts for Integration Failures

Create NetSuite saved searches that identify integration issues:

  • Timesheets with missing customer assignments
  • Employees with no time entries for the pay period
  • Import jobs that completed with errors
  • Date mismatches between Timeero and NetSuite records

Schedule these searches to email administrators daily or weekly, depending on your payroll frequency. Early detection of missing or incorrect data prevents payroll delays.

Conducting Regular Data Reconciliation

Weekly reconciliation catches discrepancies before they compound:

  1. Compare total hours in Timeero reports to NetSuite timesheet totals
  2. Verify employee counts match between systems
  3. Spot-check GPS locations against job addresses
  4. Confirm mileage totals reconcile for reimbursement processing

For advanced querying capabilities, the SuiteQL Query Tool enables complex data validation that saved searches can't easily accomplish.

Maximizing ROI: Reporting and Analytics with Integrated Data

The true return on integration investment comes from actionable insights across your workforce data.

Measuring Integration ROI

Track these metrics to quantify integration value:

  • Time saved on data entry: Calculate hours previously spent manually entering timesheets
  • Payroll error reduction: Track corrections needed before vs. after integration
  • Mileage reimbursement accuracy: Compare estimated vs. GPS-verified mileage costs
  • Billing cycle time: Measure days from period close to client invoices sent

The primary ROI drivers include labor savings from eliminated data entry, reduced payroll dispute resolution time, and more accurate mileage reimbursement. Most implementations show measurable returns through these operational improvements, with the specific timeline depending on organization size and payroll frequency.

Building Custom Dashboards

Use NetSuite's reporting tools to visualize integrated data:

  • Labor cost by project and phase
  • Employee productivity trends
  • Geographic work distribution (from GPS data)
  • Overtime patterns by team or region

These dashboards transform raw timesheet data into strategic insights that improve resource allocation and project estimation accuracy.

Why Anchor Group Is Your Integration Partner

Connecting Timeero to NetSuite requires more than following steps—it demands understanding how time data flows through your specific business processes. As an Oracle NetSuite Partner, Anchor Group brings deep expertise in precisely this type of integration work.

Our team has extensive experience with NetSuite integrations across wholesale distribution, manufacturing, and service industries. We understand that your integration needs extend beyond moving data from point A to point B. You need:

  • Properly configured workflows that route timesheets for approval
  • Saved searches that surface integration exceptions before they become problems
  • Custom fields that capture Timeero-specific data your business needs
  • Automation that eliminates manual steps wherever possible

When FOAMit's Director of Marketing worked with us, he noted that "the team was invested in our goals, didn't over-sell us, and gave us a timeline and budget that worked." That's the Anchor Group approach—practical solutions that fit your actual needs.

Whether you need help setting up your first CSV import workflow, building a custom API integration, or optimizing an existing connection, our NetSuite consulting team is ready to help. We specialize in making NetSuite work harder for your business without overcomplicating your processes.

Contact Anchor Group to discuss your Timeero integration needs.

Frequently Asked Questions

What are the benefits of integrating Timeero with NetSuite?

Integration eliminates manual data entry between systems, saving hours weekly for most organizations. GPS-verified timesheets significantly reduce payroll errors compared to manual entry. Accurate time data flows directly into project costing and payroll, enabling faster billing cycles and precise labor cost tracking. Mileage data transfers automatically, supporting IRS-compliant reimbursement processing.

Do I need specific technical knowledge to integrate Timeero with NetSuite?

For the CSV method, you need intermediate Excel skills and NetSuite administrator access—no coding required. Setup takes 2-4 hours initially, then 10-20 minutes weekly for ongoing imports. The API method requires developer resources or an integration consultant, with typical projects requiring an estimated 20-40 hours of development work plus Timeero's Premium plan for API access.

How does Timeero integration impact NetSuite's payroll and project costing features?

Imported timesheets populate NetSuite's Time Bill records, making hours available for payroll exports and project cost calculations. Approved time entries flow into WIP tracking for manufacturers, project profitability reports for service companies, and labor cost analysis across all industries. The integration enables accurate percentage-of-completion revenue recognition for long-duration projects.

Can the integration be customized to fit specific business needs?

Yes. NetSuite customization allows you to add custom fields capturing Timeero-specific data, create workflows routing timesheets based on your approval requirements, and build saved searches surfacing exceptions unique to your business. The API method offers maximum flexibility for complex data transformation or real-time sync requirements.

How do I ensure data accuracy and security during the integration process?

Create a dedicated NetSuite integration user with minimum required permissions rather than using administrator credentials. Store API keys and access tokens in a secure password manager. Implement weekly reconciliation comparing total hours between Timeero and NetSuite. Enable NetSuite system notes to maintain an audit trail of all imported timesheet changes. Both platforms address high-security needs. Timeero lists SOC 2 and HIPAA materials in its Trust Vault, and shows HIPAA compliance as a plan feature (confirm current scope with Timeero before storing any PHI). NetSuite offers a “HIPAA for NetSuite” option that requires an executed NetSuite Business Associate Agreement (BAA) and use of HIPAA-assessed cloud services before storing any ePHI.

Tagged with Training