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Get Advanced Time-Tracking with the QBO App

Published by Angie Douglas on 24 Sep 2019

You can track your employee’s working hours in QuickBooks Online. However, there may be times when you need more complex tracking and you will need to use an integrated app.

Time is money. That’s why it’s essential to keep track of the hours your employees are working, as well as the time that can be billed to your customers. In QuickBooks you will find the tools that allow you to do these tasks. However, QuickBooks does have limitations in this area. That’s why you may need a more adaptable solution for time tracking, such as an integrated add-on app. In the area of employee time management, there are several apps available.

What QuickBooks Can Do

The time tracking features in QuickBooks are easy to set up and use. To turn on the tracking features, in the upper right click on the gear icon. Next, under Your Company click on Account and Settings. Then, click on the Advanced tab and scroll down to Time Tracking. The first 2 entries should be checked, if they are not, click on the boxes. FYI: If you do not want your employees to see the amount customers are actually billed for their time, keep that box unchecked. If you want, here you can change the First day of the work week. Then click Save.


image 1 8-19-QuickBooks

                                                                 These two boxes need to be checked if you’re going to track hours worked by employees and bill them to customers. 


After time-tracking is enabled, you will be able to enter single timed activities and or fill in timesheets, this will mark them as billable where appropriate. Your employees will have the ability to enter their own hours on time sheets. Your billable hours can be easily transferred to your customer invoices.

Adding an Add-On 

As stated earlier, there are multiple advanced add-on time tracking apps that can be integrated with QuickBooks. These add-ons contain built-in tools to facilitate their actual connections with QuickBooks Online, and they know what data needs to be exchanged and synchronized. The hours that are captured on time sheets will go directly into QuickBooks, which will transfer billable hours to customer invoices and use the data in job costing and payroll. 

Here is an example of the setup procedure in one of the most popular apps, TSheets. After you have created an account in QuickBooks Online, you will click on the link in the lower left, Feature Add-ons and then Manage Add-ons. Select QuickBooks Online from the list and click Connect to QuickBooks. To establish the link, click Connect once again. TSheets will ask questions pertaining to your import preferences. After you have all of your designated preferences, click on Start Import. TSheets will import your customers, employees, service items, as well as any other data that you have specified from QuickBooks Online. 

When setting up the Payroll Item Mapping Tool, you may need assistance. This section makes sure that your pay types (salary, overtime, etc.) match those in QuickBooks Online. Before you start using TSheets, there are multiple internal settings that will require your attention.


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As in the above image from TSheets, you can fine-tune your time-tracking app’s settings.


Sophisticated Tools 

TSheets and other QuickBooks friendly time-tracking applications have their own unique set of features, but they all focus on getting your employees paid for their work and your company paid by customers who use your services, both accurately and in documented detail. Prices vary, but they generally charge a monthly base fee and an additional monthly fee for each user. Some features are:

Employees can:

  • Punch into and out of specific jobs on a virtual time clock (desktop or mobile). Facial recognition adds another layer of security.
  • Use time cards or timers to record work hours.
  • Record their breaks and time off based on the stated company policies.
  • Track time when Wi-Fi or cellular service is not available.

Managers can:

  • Access and approve timesheets from the mobile app.
  • Schedule shifts and assign employees to them.
  • See who’s working (and on what) and locate them via GPS tracking.
  • Generate real-time, live reports.

Keep in mind that when you add an app to QuickBooks Online, you’re essentially having to learn how to use an unfamiliar website or program. Since they touch both payroll and customer billing, time-tracking applications must be understood thoroughly and used with precision.

At Summit CPA we offer QuickBooks consultation. If you would like further information on how we can assist you with your bookkeeping needs, contact our office at (866) 497-9761 to schedule an appointment with our Virtual CFO.WE SPECIALIZE IN VIRTUAL BOOKKEEPING & ACCOUNTING OUTSOURCING

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