Set up and manage custom fields in QuickBooks Time

You can set up up to 12 active custom fields for time tracking with QB Time Premium or QB Time Elite or QuickBooks Advanced Payroll subscriptions.

1. Go to Settings ​​⚙ and select Custom fields.
2. Select Add custom fields. If you’ve already created a field, you’ll see a list of all custom fields, you’ve setup.
3. Select Add field.
4. Enter the name of the custom field in the Name field.
5. Select the type of data in the Data type ▼ dropdown that will go in your custom field: Text and number, Number, or Dropdown list. If you select the Dropdown list, enter the items in the list.
6. Select the category: Customer or Transaction
   •  Time for the custom field belongs to show on all time tracking entries for admins and workers
   • You don't need to select the forms where you want the custom field to appear for Time.
7. When you’re finished, select Save.
8. If you’d like the admin and workers to fill the field information at all times, mark the field as required in the timesheet fields time settings.
   Note: If a list field is required and only has one item in the list or only one item is assigned to a customer, job or team member, the field auto-populates on timesheets.

Note: Only six custom fields can be active at a time.

Add a custom field

1. Go to Feature Add-ons and select Custom Fields.
2. Select + Add Field.
3. Select the appropriate option from the list and then follow the next steps to add the field.
4. Add a Name, Short code, and in the Type ▼ dropdown, select one of the following:
   • List: Use this when you have a list of options for team members to pick from on their time card. This can be used for equipment or task lists.
     • At least one item must be added before saving this field type. Select + Add Item, then enter the item's name and Save.
     • Individual items can be assigned to show up only for specific jobs/customers and/or team members.
   • Text: Use this when you need a free-form text field for team members to enter their own text. This can be used for descriptions or explanations.
   • Whole number: Use this for whole numeric values (i.e., 42, 7, 10). This can be used for entering mileage or amounts.
   • Decimal number: Use this if you want numeric values with decimals (i.e., 3.14, 10.5, 34.06). This can be used for entering expenses or measurements.
5. Other options:
   • Show for all jobs/customers: If you want the field to be visible on all time cards, select this. If you untick it, you can assign the jobs later in the Jobs or Customers window. 
   • Required: Tick if this field must be filled out before clocking out. Untick if the field is optional.
     Note: If a list field is required and only has one item in the list or only one item is assigned to a customer, job or team member, the field auto-populates on timesheets.

Add multiple items

Note: You can’t use the import/export function to update or change the name of an existing item. If you change a name on an existing item, the system recognises it as a new item. It'll only be skipped on import if it matches an existing code exactly, case-sensitive.

1. Go to Feature Add-ons and select Custom Fields.
2. Select the field you want to modify.
3. Select More ▼ dropdown, then Import/export items.
   • There must be 1 item added and saved in a list for More to show up. 
4. Go to the Help tab to review format requirements and to make sure your data is entered correctly. 
5. On the Import tab, select Choose file, navigate to the .csv file you want to import, then select Open.
6. Tick the box next to Test Mode to run a test import, then Import to catch any potential errors.
   • If there are any errors in the file, you’ll see what lines would’ve failed.

Edit a custom field

1. Go to Settings ​​⚙ and select Custom fields.
2. In the Actions column, select Edit to rename the field or update the category and form values. 
3. Select Save.

Make the custom field active or inactive

Make sure the Include inactive switch is turned on to view all the active and inactive custom fields.

1. Go to Settings ​​⚙ and select Custom fields.
2. In the Actions column, select Make active or select the ▼ dropdown next to Edit, then select Make inactive. 
3. If you select Make inactive, select Yes to confirm.

Update a custom field

1. Go to Feature Add-ons and select Custom Fields.
2. Select the field you want to modify.
3. Select an item, make the change, and go back.
4. After all changes are made, select Save.

Archive an item

1. Go to Feature Add-ons and select Custom Fields.
2. Select the field you want to modify.
3. In the Field window, select the ellipsesicon, then Archive item.
   • To archive multiple items, tick the box next to each item, then Archive.
4. Select Archive Item Anyway or Archive Items Anyway if prompted.
5. After all changes are made, select Save.

Unarchive an item

1. Go to Feature Add-ons and select Custom Fields.
2. Select the field you want to modify.
3. In the Field window, select the Show ▼ dropdown, then Archived (count).
4. Next to the item name, select the ellipsesicon, then Unarchive item.
   1. To unarchive multiple items, tick the box next to each item and select Unarchive.
5. After all changes are made, select Save.

1. Go to Jobs or Customers.
2. Select Edit next to the job or customer.
3. Under Custom fields, select the desired field(s) to have that field appear on a timesheet for that job, then select Save.

1. Go to Jobs or Customers.
2. Select Edit next to the job or customer.
3. Under Custom fields, next to the list field you want to select from, select All items.
4. Assign or unassign items:
   • Select the right arrows to move options from the Unassigned Items box to the Assigned Items box.
   • Select the left arrows to move options from the Assigned Items box to the Unassigned Items box.
   • Sub-level jobs automatically reflect the assignments for any top level job. If you need the sub-level jobs to be different, you need to manually assign or unassign them.
5. Select Save.

Note: Be sure you assign team members to both the job or customer and the items assigned to that job or customer. 

1. Go to Feature Add-ons and select Custom Fields.
2. Select a field, then an item.
3. Untick the box next to team members to un-assign them from that item, or select team members to assign them.
4. Go back, and select Save.