What is QuickBooks Timesheets & How to Employ It?

QuickBooks Timesheets revolutionizes time tracking, offering businesses unmatched efficiency and accuracy. Its intuitive interface, seamless payroll integration, and real-time reporting eliminate manual timesheet hassles, saving hours weekly. 

Perfect for office, remote, or mobile teams, it ensures compliance and boosts productivity with customizable features. Compared to alternatives, QuickBooks Timesheets stands out for its robust integrations with QuickBooks accounting tools, reducing errors and streamlining workflows. 

In this guide, we’ll walk you through setup, tailoring settings to your needs, and onboarding your team effortlessly. Whether you’re a small startup or a large enterprise, QuickBooks Timesheets is the smart choice for simplifying time management and driving business success.

What is QuickBooks Timesheets (Time)? 

QuickBooks Timesheets is a feature within QuickBooks Time (formerly TSheets) that enables businesses to track employee work hours, including clock-in and clock-out times. It offers tools for monitoring employee locations, capturing image verification during clock-ins to prevent time theft, scheduling tasks, and managing projects. When enabled, it automatically generates daily timesheets to ensure accurate and organized record-keeping.

QuickBooks Time is a web-based time-tracking solution that integrates seamlessly with both QuickBooks Online and QuickBooks Desktop. While an active QuickBooks subscription is not always required to use QuickBooks Time, integration with QuickBooks Online or Desktop enhances functionality for payroll and accounting. The QuickBooks Timesheets mobile application known as QuickBooks Workforce, gets it if you or your employees use mobile to clock in and click out. 

Read More- Export QuickBooks Time Data to QuickBooks Desktop and Online

Explore the Advanced Features of QuickBooks Timesheets

QuickBooks Timesheets is not limited to just creating QuickBooks time tracking sheets, but it also offers advanced features for better business management, avoiding time theft, easy management with mobile apps, geofencing, and more.

Below, we will tell you what technologies will be available for your seamless and automated business management:

1. Time Kisok 

Set up the QuickBooks Time Kiosk feature in a location where your employees/team will enter time, take time out, and submit timesheets on EOD. For better accountability, require them to take a picture when entering time.

To start using this feature, install QuickBooks Time, then set up the Time Kiosk software on your tablet or computer, set preferences, and choose a central location for your team to enter and take time out.

2. Get the Workforce app

The mobile application of QuickBooks Time is known as QuickBooks Workforce. If you do not have access to your system, use a mobile-first platform for employees to manage their work information conveniently, including requesting time off, viewing schedules, and accessing pay stubs and tax forms. 

3. Track with GPS

Keep a track of where your employees are working, and when they clock in, so you can assign new tasks from anywhere to anyone.

GPS tracker lets you take control over the business operation, manage the remote team more conveniently, reducing time theft and buddy punch, and streamlining project management by comparing actual hours to estimated hours.

4. Create schedules

Schedule different shifts and tasks and share with your team so you never miss any deadline. The scheduling feature in QuickBooks Time leverages the work management with an easy drag and drop feature or repeat last week’s schedule with a tap.

Enhanced communication also informs the team when jobs come up or schedules change. QuickBooks Time also automatically stores your scheduling records to stay compliant.

5. Track projects

Get instant insights to track your team’s productivity and see if the assigned tasks have been completed. You can change project status, adjust budgets, deadlines, and resources as needed.

Set up the geofence, alert your team, collaborate in real-time, customize the work reports and resources, and more. Make it easier to track the work and what’s pending to gain clarity and more efficiency.

6. Manage time off

Create a custom time-off policy with QuickBooks Timesheets’ PTO tracker to avoid missed shifts and errors. Employees can easily manage their own time-off requests, freeing you from handling approvals. Admins can enter bulk time off for multiple employees. 

Team members can check their paid and unpaid time-off balances via the QuickBooks Workforce app. Get notifications via email or text when requests are approved. 

Note: Do any of your employees use mobile devices, or just don’t have access to a computer yet? You can still keep track of your employees using QuickBooks Workforce, the mobile version of QuickBooks Time. Download the application on your mobile, invite your employees for the QuickBooks Workforce login, and let them access their payroll, payments, clock in, clock out, and overall time tracking management.

Plans & Pricing of QuickBooks Timesheets 

As we discussed above, QuickBooks Timesheets is a feature of QuickBooks Time, so the subscription or plan you choose will be for QuickBooks Time. Check the table below for different QuickBooks Time subscriptions and pricing:  

Important Note: QuickBooks Time, specifically ‘Time Premium’ and ‘Time Elite, ‘ are tightly integrated with QuickBooks Online, yet you can purchase them separately and also integrate with QuickBooks Desktop. 

Track time (requires QuickBooks Online)		Track time + run payroll
Time Premium	Time Elite	Time Premium + Payroll Premium	Time Elite + Payroll Elite
$10/moSave 50% for 3 months* + $8 per user per monthBase fee includes 1 admin	$20/moSave 50% for 3 months* + $10 per user per monthBase fee includes 1 admin	$44/moSave 50% for 3 months* +$10/employee/mo	$67/moSave 50% for 3 months* +$12/employee/mo
Workforce app	All the features of Premium + additional features below	Full-service payrollIncludes automated taxes & forms	All the features of Premium + additional features below
Streamline payroll & invoicing		Auto Payroll
Create schedules	Track mileage	1099 E-File & Pay	Expert setup
Customize reports	Track projects	Expert product support	Track time and projects on the go
See who’s working	Project estimates vs. actuals	Same-day direct deposit	24/7 expert product support
Manage time off	Project activity feed	Track time on the go	Tax penalty protection
Alerts & notifications	Timesheet signatures	24/7 expert product support	Personal HR advisor
Attach photos	Geofencing	Expert review
Time kiosk		Additional features to manage your team	Additional features to manage your team
Unlimited customer support

How to Setup QuickBooks Timesheets in QuickBooks Desktop?

To set up QuickBooks Timesheets in QuickBooks Desktop, first integrate QuickBooks Time with your QuickBooks Desktop software for seamless time tracking. After integration, do the QuickBooks Timesheets login in QuickBooks Time to manage employee hours, approve timesheets, and sync data for payroll or invoicing. Ensure time tracking is enabled in QuickBooks Desktop under Edit > Preferences > Time & Expenses. For detailed integration steps, refer to our QuickBooks Time integration guide. This setup streamlines payroll, reduces errors, and supports efficient time management for your business.

Create and Print Timesheets in QuickBooks Payroll

Once the setup with QuickBooks Time is complete, you can create timesheets for employees, enable time tracking, and print them to keep a record of your business activities. Let’s walk you through the steps below to create and print timesheets in QuickBooks Desktop Payroll: 

a. Create a weekly timesheet

• Navigate to Employees> Enter Time, then Use Weekly Timesheet.
• From the name drop-down, choose your employee name.
• Select a Customer: Job, Service Item, and the Billable column only if the hours worked are billable.
• Choose a Payroll Item.
• Select a WC Code (Workers Compensation), and a Class only if you track and are setting up in Preferences.

 Enter the number of hours worked in the days column.

• When done, select Save & Close or Save & New to create a new timesheet for the next employee.

b. Create batch timesheets

You can also create a timesheet for multiple employees at once: 

• Navigate to Employees and select Enter Time.
• Hit on Use Weekly Timesheet.
• Select Multiple names(Payroll) in the Name drop-down.
• Choose the names using which you want to create a timesheet in the Select Employee, Vendor, or Other Name, then OK.

• Enter this in the timesheet and click Save & Close. 

c. Create a single activity timesheet

Enter a single activity with a start and stop feature to track your employees’ work.

• Go to Employees, Enter Time, then select Time/Enter Single Activity.
• Enter info for the following:
  • Date of the time worked
  • Employee name 
  • Payroll item
  • WC Code and Class (if applicable)
  • Customer: Job, plus Service Item for billable work. If not, ensure the Billable checkbox remains unchecked.
• Click Start to start tracking your employee’s working hours.

• Once done, click Stop, then Save & Close.

d. Print a blank timesheet

If you want to track the time your employee has worked manually, you can print a blank timesheet:  

• Go to Employees at the top.
• Select Enter Time and click Use Weekly Timesheet.
• In the Weekly Timesheet prompted window, choose the Print drop-down, then Print Blank Timesheet.

• Enter the number of copies you wish to print and click Print. 

e. Print a weekly timesheet

• Go to File at the top.
• Select Print Forms, then Timesheets.
• Modify the data range as required. 
• Choose the employee timesheets you wish to print.
• Select in the Activity notes:
  • Print the first line only if you wish to print the first line of each note. 
  • Print full activity notes only if you want to print the full text of each activity notes on each timesheet. 
• Click OK, then Print.

d. Create a timesheet data report

The timesheet data reports will display the following information: 

1. Employee names
2. Customer job associated with the timesheet
3. Total number of hours worked on the date range you selected

• Navigate to Reports, then select Job, Time & Mileage. Then, click Time by Name.
• Select Customize Report only if you wish to display more columns or data on the timesheet report.

• Click OK to save the changes.

How to Export or Sync QuickBooks Timesheets? 

The next steps after creating your timesheets are getting approval from the manager or the person who handles QuickBooks Time admin. After the approval, you are all set to export or sync QuickBooks Timesheets with QuickBooks Desktop. Run the sync each time you make any changes or add any new information to your timesheet.

Conclusion 

In conclusion, QuickBooks Timesheets is an important feature for those who are looking to maintain proper data for time tracking, location tracking, and keep a record of the job and shift timings. Simply, just choose the subscription that suits you best, and for the business size, set it up or integrate with QuickBooks Desktop, and get started to enjoy the advanced features.

If you get stuck somewhere or require professional help, dial +1(866)500-0076 to consult and enjoy live support. Talk to an expert now!

Frequently Asked Questions 

Is TSheets the same as QuickBooks Time? 

Yes, TSheets is the same as QuickBooks Time; TSheets was the original name of the time-tracking and scheduling app that Intuit acquired and rebranded as QuickBooks Time after purchasing the company in 2017.

Why should you use QuickBooks employee time tracking software? 

You should use QuickBooks employee time tracking software to reduce payroll costs, increase accuracy, and boost productivity by automating manual processes, preventing errors and time theft, and providing real-time data for better decision making.

It offers features like mobile tracking, geofencing, scheduling, and direct integration with QuickBooks to ensure streamlined payroll, invoicing, and project management, compliance with labor laws, and provide more transparency to customers.

What is Geofence in QuickBooks Time? 

In QuickBooks Time, a geofence is a virtual boundary around a physical job location that uses a mobile device’s GPS to trigger automated time-tracking actions. When an employee enters the geofence, they receive a notification to clock in, which helps ensure they are at the correct job site for accurate time and payroll records.

How do I import Timesheets into QuickBooks Desktop?

To import timesheets into QuickBooks Desktop, prepare a data file (like a CSV) with the correct columns for employee, date, hours, customer, job, etc., and then go to File > Utilities > Import and choose Import for me (or select an IIF file) to open and map your file for import.

What devices support QuickBooks time?

QuickBooks Time supports various devices, including computers (desktops and laptops) with an internet connection and modern web browsers, as well as mobile devices like iPhones, iPads, and Android phones and tablets through its dedicated mobile apps.