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Quick Start with a QBTime Expert

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Hello, my name is Sherissa, and I’m the QuickBooks Time Webinar Host here at Intuit. It has been my pleasure to host QuickBooks Time-focused webinars for customers like you since 2019 before I was a Customer Support Team Member answering your calls! My passion for customer service has only grown over the years, and my passion for time tracking has grown alongside it - making sure companies, like yours, are successful at tracking time.

 

Today, I’m going to go over my Top 3 tips that I would tell any customer starting out with using our QuickBooks Time account. 

 

Let’s jump right into it!

 

Tip #1 - Set Up | Your Company Settings

Here I will quickly show you the areas that are often overlooked when setting up your QuickBooks Time Account. Making sure these areas are set up to fit your company’s needs is critical to the success of your account working for you!

 

Account & Billing

To get there, log in to your QuickBooks Time Account, click Company Settings from the left-hand navigation menu, and go to Account & Billing.

 

Making sure you add your Account & Billing information - even if you are in your trial - will make sure there are no interruptions in service once your trial is over & your team can continue to track time. Having a specific person - whoever handles the company finances - be the Billing Contact can also help by taking the payments off your plate and allowing them to take care of that for you!




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Payroll & Overtime

To get there, log in to your QuickBooks Time Account, go to your left-hand navigation menu, click Company Settings, and select Payroll & Overtime from the box that appears.

 

Setting up Payroll & Overtime is a KEY part of making sure everything runs smoothly in your account. You will want to start here and select the week start date & the frequency of your company’s payroll - the Pay Schedule. Lastly select the closing date for payroll - making sure you account for a full 7 days, even if your business isn’t open 7 days a week - this will make sure that your reporting is 100% accurate

 

Example: Week Start day is a Monday, you will want to make sure the closing date is on a Sunday - making a full 7-day week.

 

Next, you will want to set up Overtime - this setup is for all users in the account. This is where you will decide what kind of overtime settings you will have as a default for the company.

 

If you are unsure of your Overtime Laws please view Overtime Law Summary by State. We also have Custom Overtime options when utilizing the Pay Rate Engine - where you can set up any customized Overtime setting that suits your company’s needs.

 

NOTE: If you need specific Overtime rules set up for individual users go to My Team and edit each user as needed.

 

Time Options

To get there, log in to your QuickBooks Time Account, access your left-hand navigation menu, click Company Settings, and select Time Options from the appearing box.

 

First and foremost you will want to start in Date & Time and make sure your Timezone is correct for reporting purposes

 

Next is Time Entry, In this area you will want to look at ALL the options available & see which ones work best for your team, the ones I normally suggest and why are "Allow team members to track time on the mobile app" & "Allow team members to enter notes on Time Clock and mobile app & Allow team members to edit their past notes". 

 

The first one is for widely dispersed teams, or traveling/delivery teams - a great way to have users track locations, drive time & anything else you need them to track. I also love the second option as it allows users to enter notes on any of their timesheets - prior to approval. Why is this important? Sometimes users forget to clock in/out on time - rather than calling their manager, they can leave a note about anything, including a timesheet adjustment.

 

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Lastly, in this section, there is Time Off - the most important section, whether it is paid or unpaid. If your company doesn’t work on weekends, it is likely, that you don’t allow time off on weekends, so in the section labeled “Time off can be entered on these days:” - make sure Sunday & Saturday are grayed out, just to make sure nobody enters time off on those days.

 

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Next, you can transport yourself over to Set up Time Off from the top right of this section, from the new box that pops up you can +Add New Time Off Codes

 

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You can set up as many Time Off Codes as you need! They can be Paid/Unpaid, Accrued Yearly, Per Pay Period, Based on Hours Worked - or set up Manually. These are based on Hire Date or FY Start Date

 

NOTE: With Fiscal Year Start Date, if your FY start date has already passed you will need to enter it for the FUTURE FY start date - in the following year. The system will NOT retroactively add hours if the date has already passed.

Tip #2 - Additional Ways to Streamline | Feature Add-Ons

Breaks

To access the Breaks feature in QuickBooks Time, log in to your account, click on Feature Add-ons from the left-hand navigation menu, and select Breaks from the box that appears; if not visible, access Manage Add-ons to locate the feature.

 

There are many ways to utilize Breaks in your account, they can be Paid or UnPaid, but they can also be set up to be either Manual or Automatic Breaks!

 

I love this section because you can get really granular with the setup and the assignment of the breaks. You can have the usual suspects like 10/15 min Breaks and Lunches, but you can also add things that may be outside the ‘norm’ like having a Mental Health Break - in case your team needs a moment and you want to know so you can help support them!

 

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Overtime Alerts

To access Overtime Alerts, log in to your account, select Feature Add-ons from the left-hand navigation menu, and choose Overtime Alerts from the box that appears; if not visible, access Manage Add-ons to locate the feature.


Overtime Alerts are especially useful for small businesses that cannot go over their payroll budget, or maybe for workers who are not clocking out at a reasonable time. I HIGHLY recommend this Feature Add-on

 

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Timesheet Rounding

To access the Timesheet Rounding feature, log in to your account, select Feature Add-ons from the left-hand navigation menu, and choose Timesheet Rounding from the box that appears; if not visible, access Manage Add-ons to locate the feature.

 

Some companies benefit from utilizing Timesheet Rounding for their company, whether they bill clients a certain way where they need to round the time, or if they are looking to have their workers track their time as accurately as possible. This Feature Add-on pairs well with the Overtime Alerts, that way everything from payroll to client billing is all nice and tidy!

 

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If you use QuickBooks Online or QuickBooks Online Payroll, timesheet rounding automatically installs and is defaulted to the nearest minute.

Tip #3 - Familiarize Yourself | Reports

Reports are where we take all of the data that’s entered/tracked into your QuickBooksTime account and let you filter - as needed - to produce some really helpful reports to view what has been tracked!

 

We have a ton of reporting options, but I’m just going to introduce you to the top 3 most used reports that we have! If these 3 aren’t to your liking always feel free to reach out to us and let us know what you are looking for so we can find the report that best fits your specific needs! We always want to make sure you are taken care of when it comes to making sure your Time that is Tracked is ready for what you need to use it for!

 

Project Report/Itemized Total Time Report

To access the Project/Itemized Total Time Report in QuickBooks Time, log in to your account, select Reports from the left-hand navigation menu, and choose Project/Itemized Total Time Report from the additional menu that populates.

 

The Project Report (also known as the Itemized Total Time Report in Elite Accounts) is an amazing resource for any company, showing you an itemized breakdown of all the categories you utilize in QuickBooks Time. In my example below you can see the Jobs tracked, the groups that worked, and individual contributors during the date range you ran the report for!

 

This is perfect for a company that wants to see if they need to reallocate workers to work on different things that need to get done

 

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Payroll Report

To access the Payroll Report in QuickBooks Time, log in to your account, select Reports from the left-hand navigation menu, and choose Payroll Report from the additional menu that populates.

This is probably the MOST utilized report, a quick and easy way to view all the time data that has been tracked. You will run the report for the date range you need and will be able to view color-coordinated reporting for the time tracked.

 

The color-coded breakdown is a great resource to see the kinds of hours being tracked. Below you can see that Alex clocked a lot of double time during the month of March, while Barbara only had regular time during that same month.

 

One of my favorite hidden gems in this report is the Open as PDF option, it’s nice to be able to utilize reports for any documentation purpose.

 

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Approvals Report

To access Approvals in QuickBooks Time, log in to your account and click on the Approvals option in the left-hand navigation menu.

 

The Approvals Report can be utilized by Admins and Managers to view, add, edit, delete & most importantly lockdown timesheets. When Approving Timesheets, Managers and Admins will take a look at the information and see if it all checks out, make any edits if needed, and then approve the date range the report is run for. Once approved, all the time tracked during that date range - and any prior to - will be locked and cannot be edited.

 

If you do end up needing to go in and edit any timesheet that has been approved, no worries, you can unapprove it to unlock it

 

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Bonus Tip - Employee Responsibility | Submit Their Timesheets

Do you want workers to Submit their timesheets to Managers/Admins for approval? You can allow workers to submit their timesheets for the pay period for approval so they can look it over and basically put their stamp of approval on it!

 

Approvals Preferences

To get there, go to your left hand navigation menu, click Feature Add-ons and a box will appear where you can go to Approvals - If it's not visible in the additional menu options, locate it in Manage Add-ons.

 

Within the Approvals Preferences you will check the box for “Team members can review and submit their time” - this will add a Submit Time option to Timesheets for all team members. Once a team member submits their timesheet(s), they will be unable to make changes to it unless their Manager or the Admin rejects it.

 

There is an additional option there as well to “Team members must submit full week” - If this is checked, workers will only be able to submit a complete week's worth of timesheets. Deselect this option if you want them to be able to submit partial weeks or individual days.

 

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Additionally, you can set up Notification reminders in the next tab over to remind the Employees to submit their time as well as notifications for Admins/Managers to approve the time!

 

I want to thank you for taking the time to read over my setup tips for making sure your QuickBooks Time account is set up perfectly for your company’s needs. I hope that these tips & tricks help guide you through the setup process and that you found some helpful information that maybe you didn’t know before! 


One last thing! Remember to check out my webinar page. They are all free to join and very informative: https://quickbooks.intuit.com/time-tracking/webinars/

 

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