How to Use QuickBooks Time

I’m a small business owner and I need to know how long does it take QuickBooks time for the bank statement to be processed.

QuickBooks Time is a feature of QuickBooks that allows users to see how long it will take for them to complete tasks. This can be helpful when planning out work. In this tutorial, we will show you how to use QuickBooks Time and why it’s important. Read more in detail here: quickbooks time tutorial for employees pdf.

TSheets was renamed QuickBooks Time by QuickBooks. The duties and methods, however, remain the same. From setup through clocking in, we’ll go over the majority of the features of QuickBooks Time for the web and mobile in this lesson.

Following along in your own QuickBooks account is a terrific way to learn. Sign up for a free 30-day trial of QuickBooks Time—and consider a QuickBooks trial as well—if you don’t already have one. Because of its wide variety of functionality and simplicity of use, QuickBooks consistently performs highly in our accounting and payroll ratings. If you currently have an accounting or payroll application, you may be able to incorporate QuickBooks Time to expand the product’s capability.

Visit QuickBooks Time to learn more. to learn more.

QuickBooks Time vs. QuickBooks TSheets: Which is Better?

If you’re already acquainted with TSheets, you’ll recognize QuickBooks Time, which is merely a rebranded version of the product. The functionality is unchanged, and the rebranding occurred on its own. More features, like as in-product notifications and mobile app updates, will be added to QuickBooks in the future. Check out our QuickBooks Time Review for additional information on current features.

Time to Get Started With QuickBooks (for Administrators)

You may take the in-product tour or register for a hosted webinar when you initially sign up with QuickBooks Time. Refreshers on each assignment are also available in the online assistance area.

Administrator, Payroll Manager, and Team Member are the three main levels of QuickBooks Time. As a result, the way you utilize QuickBooks Time is determined by your designated position. We’ll go through each one individually here.

Depending on your job, the screen you see when you log in will be different. This is an administrator’s perspective.

Examine the company’s settings

To begin, you’ll need to configure your settings to match the way your business runs. Only administrators have the ability to establish and modify business settings. In the side menu, choose Company Settings. You may include your company’s information, your admin contact information, and a custom logo. A logo should have a file size of 150 × 50 pixels.

You should also change the following information:

• Overtime: Overtime rules are set under Company Settings > Payroll & Overtime. You can also set the pay rate engine to add settings and rules such as holiday overtime, overtime after a set number of hours in a day, week, or pay period, time of day, and more. Overtime can be a multiplier, such as {1.5 x rate of pay} or a fixed rate, such as (pay + $3 per hour).
• Time Off: These rules are set in Company Settings > Advanced.

1. 1. Click on Time Options > Time off and enable time off.
   2. Allow team members to submit time off requests by clicking Allow team members to submit time off requests.
   3. Go to Featured Add-ons and choose Time Off Codes to add time off codes. Click Add New, give it a name, then choose Paid or Unpaid from the drop-down menu. Save the file.
   4. Once codes are saved, go back to it and click the pencil icon, and select Track Accruals > Edit Settings. Choose from None, Manual, Yearly, Every Pay Period, or Based on Hours Worked.
   5. Apply New Settings should be selected.

QuickBooks Time may be integrated with QuickBooks Online and QuickBooks Payroll.

QuickBooks Time integrates with QuickBooks Online and QuickBooks Payroll as well. It’s a simple suite of programs to use together to operate your company if you require an all-in-one accounting, payroll, and time tracking solution. Learn how to use QuickBooks Time to combine QuickBooks Online and QuickBooks Payroll.

Install and Configure Software

Many third-party programs are integrated with QuickBooks Time. These may be configured during the Getting Started process or afterwards by going to Features and Add-ons. You may also use the API of the third-party product to integrate it.

Members of the Team

Before you can start monitoring your workers’ time, you’ll need to add all of them to the platform.

1. Go to My Team to find out more.
2. Add is the option to choose.
3. A box will appear on the screen. Fill in the blanks and choose a role. By inputting a team member’s email or cellphone number and selecting a delivery method, you may invite them. The team member will be guided through the process of creating their own account by the invitation.
4. Permissions may be selected in the Permissions Guide.
5. Select Members of the Team.

Managers and Groups may be added.

1. Go to My Team to find out more.
2. Select Managers and Groups. Select Add Group and give it a name to create a new group.
3. Select a team member from My Team, then assign them to a group from the drop-down option. You do not need to include the manager in this section.
4. Once you have the team members set, go back to Groups and Managers, and click on Managers, then enter the manager’s name and Add is the option to choose.

Add Jobs

If you need to assign work time to specific jobs, i.e., for software development companies that work on Time that may be billed, QuickBooks Time will allow you to do so. You can add jobs with multiple levels, such as Client>Project>Task, or any other structure that helps you bill hours properly. Job names are limited to 64 characters, but shorter is better, as long as it’s unique and understandable.

If you integrate QuickBooks Time to QuickBooks, Reckon, or Xero, jobs populate as Customer in QuickBooks Time. To change them to jobs—or another title—go to the Manage Jobs Window and click More > Rename Jobs Label.

Select the relevant choice in the drop-down below whether you need Creating a Job, a sub-level job, or assign a job to an employee:

Choose the Most Appropriate Option to find a job To Assign/Remove a Job from a Team MemberTo Make a Job at a Lower Level

Creating a Job

1. I got a job.
2. Select the Add Job option.
3. Make a name for yourself.
4. Add a location and give it a name. A dropdown list will appear when you choose the location. Check to see whether the recommendation is accurate.
5. Select the Save option.

To Make a Job at a Lower Level

1. Choose Jobs, then click the + to the right of the job you’d want to add it to.
2. Make a name for yourself.
3. To begin the next task, click Save or press Enter on the keyboard.
4. To change levels go to Job, select the pencil icon. Select More > Move, then choose a new parent job window. Select the level.
5. Select the Save option.

To Assign/Remove a Job from a Team Member

1. Go to the Jobs section.
2. Select the pencil icon from the drop-down menu.
3. Select Assign or Unassign from the drop-down menu. You have the option of assigning to all team members or selecting Edit to pick individual team members.
4. Select the Save option.

Create Your Own Custom Fields

Custom fields allow you to enter and monitor additional information such as mileage, equipment, and anything else that has to be costed out.

Custom fields allow you additional flexibility when it comes to monitoring billables and other tasks.

To create a custom field in QuickBooks Time, follow these steps:

1. Select Custom Fields from the Feature Add-on menu.
2. Add a new field.
3. Choose a kind and give it a name.

• • Users may choose from a list of objects or alternatives, such as equipment or task lists.
  • Employees may submit their own remarks using free-form language.
  • Number in its entirety
  • Number in decimal form

How to Create a Custom Field in QuickBooks Assign the field to a client or a job. Assign a task to a member of your team. Breaks Between Sets

Assign the field to a client or a job.

1. Select the field you want from Custom Fields.
2. All Jobs and Tasks are Clearly Displayed
   • Select None selected in the Edit field popup.
   • From the Jobs list, choose desired jobs or customers.
   • Select Save, and the field will only appear for the tasks or customers you’ve chosen.

Or

• • Go to Customers or Jobs.
  • Select the pencil symbol next to the work or client whose assignment you wish to change.
  • Select the appropriate field(s) under Custom fields to have that field show on a time sheet for that work.
  • Select Save, and the field will only appear for the tasks or customers you’ve chosen.

You may choose which fields team members can see and which fields they can edit.

Assign a Team Member to a Task

1. Go to My Team Members to see who’s on my team.
2. Choose a team member’s name from the drop-down menu.
3. Custom Fields should be selected.
4. Choose the products you want.
5. Select Save, and the field will only appear for the tasks or customers you’ve chosen.

Breaks Between Sets

Like custom fields, breaks are added as an add-on. Go to Featured Add-ons > Manage Add-ons and install Breaks.

1. Select the Add Break Rule option.
2. Assign a name to the pause.
3. Choose between paid and unpaid options.
4. Breaks are applied to all team members by default; however, you may deselect team members by selecting All Team Members and then selecting the relevant people or groups.
5. Breaks Between Sets as automatic or manual.
6. Save the file.

In QuickBooks Time, create employee schedules.

Adding a schedule is easy. If you do not see the option in the sidebar, then start by going to Featured Add-ons and install Schedule. Then click on Schedule on the side menu. A screen will pop up with all the employees already pre-populated. Then click on Actions > Add a Shift or click on a box. When you click on a box, the shift editor pops up with some items already filled out.

The default date, as well as the work start and finish hours, will be filled in by the shift editor.

1. You have the option of making this an all-day or recurring event.
2. Although the title is optional, it may be useful for general shift titles. Below is a box where you may assign certain tasks.
3. You don’t have to choose a hue, but it may help you discover something quickly.
4. As required, change the start date and start and finish hours. You may manually type them in or utilize the drop-down option that appears when you click on the arrow.
5. If everyone on your team is on the same timetable, you may add them all.
6. Choose a job from the setup that has already been generated. It’s possible that it’ll fill with a place on its own. Employees will benefit from this since clicking on the location in the mobile app will bring up driving instructions.
7. Notes, such as particular guidance or reminders, may be included.
8. Publish or save as a draft. It will appear on the schedule with an outline in the color you picked if you save it as a draft. It’ll be a complete color block when it’s finished.
9. When you’ve finished creating your schedule, go to the top right and select Publish Week. Time will then offer you the option of sending employee alerts.

You may change or remove a box after it has been published by clicking on it and choosing Amend or the trash can icon to edit or delete it. You may also relocate a schedule component to someone else by dragging and dropping a box.

• If you’re not sure who should receive a shift, put it in the unassigned section (above the team members’ names) and move it later.

The use of color coding makes it simpler to read the timetable.

If you want to view shifts by job, go to View As and pick job from the drop-down menu. The name of the employee will appear in the box.

• Repeating Schedule: You can click on Repeat Schedule if this is a standard schedule. If the schedule is one you use often but is not recurring, you can save it as a template. Click on Actions > Save Week As Template. You can also click “Copy Previous Week” to copy the week before.
• Save to another calendar: If you want to save the schedule to another calendar, such as Outlook, click on Actions > Subscribe to Calendar. It will give you a URL for integrating the schedule into another calendar program.

How to Use QuickBooks Time to Keep Track of Time (for All Employees)

With QuickBooks Time, you may clock in and out on a computer, manually enter time, use the mobile app, or use QuickBooks Time Kiosk is a program that allows you to keep track of your time to keep track of your time. You may use any or all of these methods, and the data will be sent into your admin account, allowing everyone a variety of ways to track their time.

Clock of Time

When keeping track of hours, switching between employment is simple.

When employees click on Clock of Time, a box pops up. Across the top are totals.

• The term “current” refers to the number of hours spent on a given task.
• The total number of hours worked in a day at all occupations is referred to as a day.
• Week records the total number of hours worked over the course of a week at all employment.

Employees may clock in and out using the clock in/out button on the bottom right.

Allowing your workers to choose their job is critical if you charge Time that may be billed or have varying pay rates for different occupations. They appear on the Job list if they have been allocated distinct tasks. It’s simple to switch jobs simply clicking on the new job and choosing Switch. The Total Time Worked on That Task column will update to the total time worked on that duty that day. They are not required to clock out and back in!

Clocking Breaks: If your organization requires or permits breaks, workers will have the opportunity to pick a break under Options.

Employees will clock out and return in if your organization has not defined a policy for lunch breaks under Options.

Entries in Time

Entries in Time provides a manual way to log hours but not exact time in or time out.

1. Employees will click on Entries in Time, and a spreadsheet pops up for the week.
2. They may add bulk time worked by date by selecting a job (even one that isn’t presently listed).
3. There is a place for notes. If they contribute notes, the system will place a red triangle in that box to indicate that a note has been added.
4. Users may replicate tasks or time sheets from prior weeks using the Actions Tab. If the employee’s timetable does not change, this is useful.

Log work hours manually with Entries in Time.

Admins can access the Entries in Time of other workers. You can review and modify their time sheets if needed. You can also see the history of changes in the Actions Tab. This is useful if more than one person can modify a time sheet.

Mobile

Employees can clock in and out or add manual Entries in Time on the mobile app. It works in the same way as the desktop version.

Geofencing may be put up, which has three benefits:

• Managers and administrators may see where their staff are at any given moment.
• When employees enter a geofenced area, they are reminded to clock in.
• When employees depart a geofenced region, they are reminded to clock out.

Employees can also acquire instructions since it’s linked to GPS.

QuickBooks Time Kiosk is a program that allows you to keep track of your time

The kiosk can be used on an iPad or Android tablet. To access, go to Feature Add-ons > Manage Add-ons > Install Kiosk. You have the option of enabling photo capture and facial recognition. Then add the device, get the authorization code, and set your preferences.

Employees will require their own PIN. If you allow face recognition, a snapshot of the individual clocking in will be taken. Admins will be notified if this does not match the picture on file. This feature may help you prevent issues like “buddy punching,” which occurs when someone else clocks in for a coworker.

How to Use QuickBooks Timesheets to Manage Time Sheets (for Managers and Admins)

There are several ways to manage time sheets from reports to Entries in Time.

Click on Who’s Working to get a list of employees. The box appears in the top right corner. Admins and supervisors may view members of their various teams or all employees, depending on the rights allowed. They may sort by clock-in, day totals, names, localities, or occupations, among other things. They may also sort by who is currently working.

Using Who’s Working to Create Time Sheets

Click the pencil-and-paper symbol to make adjustments. A new popup will display for that employee. You may change your status (working/not working), your In/out time, your jobs, your time zone, and your notes.

One option to alter time sheets is to use the Who’s Working feature.

Time Sheets Using Entries in Time

If you click on Entries in Time, you’ll see three tabs. It defaults to Manual Time Card, so click on Time Sheets. This gives you all the time sheets, which you can search by day, week, month, or pay period. You can also use the calendar icon to set a specific period of time.

Edit time sheets in a spreadsheet format with Entries in Time.

To see the fields, go to: At any one moment, the spreadsheet may display up to six fields. If you want to see anything else, click the gear button and choose something else. The following fields may be present:

• In/out time
• Job
• Location
• Places
• Attachments
• Time that may be billed
• Class
• Item of service
• Tasks
• Notes
• Flags

For lengthier submissions, you may also opt to Wrap Text.

The term “location” refers to the method by which the user clocked in and out—web, mobile, or kiosk—rather than the physical location of the job.

Timesheet adjustments may be made or seen.

1. Choose your employee. If you can’t locate them straight away, type their name into the top right corner’s team member search.

• To see your own Entries in Time, click on the My button beside Team Member Search.

1. To make edits, Select the pencil icon from the drop-down menu. A box pops up with all the information, so you can make changes and click Save.
2. To view previous edits of a line, click on the paper icon. To view all other manager edits, click on Actions > View Manager Edits.
3. Click the trash can icon to remove an entry.
4. Click Add Time in the top left corner to create a new time sheet. You’ll see a box appear where you may fill in the blanks.

Reports and Time Sheets

Another approach to alter time sheets is via reports.

When you run a report, click View Time Sheet beneath the date range at the top of the report to see the time sheets that were used to create it. The time sheet appears after that. When you hover your mouse over an entry, a pencil symbol appears on the left-hand side. In the popup window, click and modify the data. Save the file.

To remove an entry, click the red circle next to the pencil symbol on the left-hand side.

Approvals

You or your boss may easily evaluate and approve schedules using the approvals tab. To make modifications, you may also unapprove. In the Reports area, there is also an approval report. If Approval isn’t shown in the menu, go to Featured Add-ons and install it there.

1. Choose the options you need.
2. In the Notifications and Reminders window, go to Preferences and set up reminders.

If an employee has worked overtime, their hours will be in red. Also, once a time sheet has been approved, it will be locked, and you will see a lock icon beside it. To make changes, go to Reports > Approvals and click Unapprove by the person’s name.

Time to Learn How to Make Reports in QuickBooks

You may configure a number of pre-made reports in QuickBooks Time, including payroll, job costing, time off balances, approval history, and even time tracking exceptions. If you can’t find a report that meets your requirements, contact QuickBooks, and a representative can assist you in customizing one for the information you want.

You may change settings like date ranges and information contained in reports to make them your own.

Follow these steps to make reports in QuickBooks time:

1. In the side menu, choose Reports.
2. Choose the report you wish to see.
3. Choose the dates and fields that you need. Individuals or groups of people, such as shifts or teams, might be selected.
4. The report will appear with pie charts, hours, and several top-level buttons for changing fields or filters, printing, or downloading data. The order in which they appear varies every report, although they are generally at the top.

Here’s how you’d run the payroll report in practice:

1. Select Payroll Report from the drop-down menu.
2. Fill in the fields’ parameters.
3. Execute the report. The primary report summarizes the number of hours worked, overtime, and vacation time.

• To see more information, click Expand All or the Plus symbol next to the person you want to see. A daily breakdown of hours spent, duties allocated to each hour, and time sheets for that period are included in the details.
• To make changes, click the pencil symbol to the left of the line you want to change. By choosing Add Timesheet, you may also create a time sheet from this report.
• You may save the file as a CSV, PDF, or Excel file.
• Click the download button to get information for all users. You may save it as a CSV, PDF, or Excel file.
• Click on the plus symbol to the left of the name, then on Download in the black ribbon below the name to download for a single user.
• To Export: Totals, by day, or individual time sheets may all be adjusted in report exports. Select Report Exports from the drop-down menu. It will also inform you if any time sheets have yet to be authorized.

To represent various sorts of hours and remuneration, payroll reports are color-coded.

Please note that the QuickBooks Payroll report does not do a pay run for you; instead, it provides you with all payroll information, including hours worked, pay rates, overtime paid, time-off granted, and more.

Do you have access to the QuickBooks Time Elite plan? If that’s the case, you may create time estimates and keep track of your progress. You may either specify a total number of hours or divide it down into sub-jobs or tasks.

Add a Project with Time Estimates to your list of projects.

1. In the side menu, choose Projects.
2. Select the Add Project option.
3. You may pick an existing client or sub customer from the list to utilize as a project if you’re using QuickBooks. Add it to QuickBooks first if it isn’t already there.
4. If you aren’t using QuickBooks, give your project a name. Select a client (optional).
5. Include the start and end dates for the project.
6. Include a brief description.
7. Use an address or GPS coordinates to add the place.
8. Select Continue to fill in the blanks with an estimate.
9. Select Add Estimate from the drop-down menu.
10. Choose between Tasks and Hours. Total hours are represented by Hours, while Tasks allows you to divide total hours into tasks.
11. Select team members by name from My Team.
12. Select Permissions and set Off, View, or Create/Edit as the permissions.

When team members clock in or change projects, they will see projects on their Projects Tab, which they may pick.

In the QuickBooks Help area, you can learn more about Projects.

How to Use the QuickBooks Time App on a Mobile Device

QuickBooks Time Tracker features administrator, payroll manager, and team member user roles, much like the PC version. The features you may access are almost same, but in a mobile-optimized arrangement. Instead of having all of the functions displayed in a side menu, you now have the most popular ones as buttons on the bottom, with the More (ellipse) button allowing you to access the rest.

• Help: To access customer support or view help articles, click on More > Settings > Help & Support
• Account Information: To access account information, make changes to your profile, sync the app, or sign out, tap your profile picture.

The mobile app is essentially identical to the desktop version, however it is organized differently.

Customer Service and Support Center

Monday through Friday, 6 a.m. to 6 p.m. Pacific time, you may phone QuickBooks Time support or chat with QuickBooks assistance through the chatbot at the bottom of the page. The support center may be accessed directly from the software or over the internet.

Click the blue help symbol in the bottom left corner to access support chat or articles.

Conclusion

TSheets is now QuickBooks Time, but other than branding, it’s not changed much. It’s still a feature-rich, integratable, and easy-to-use system. Sign up for a 30-day free trial and discover for yourself how QuickBooks Time can help you better manage your employee time tracking, time sheets, and Time that may be billed.

Visit QuickBooks Time to learn more. to learn more.

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