Set up and manage custom fields in QuickBooks Time

With custom fields, you can:

• Track extra details on timesheets, like mileage, equipment, tasks, and more!
• Assign specific fields to jobs/customers.
• Make the fields required or optional.
• Allow team members to enter the information as free-form text or select options from a drop-down list.

Notes:

• Some integrations can import tracking options as custom fields in QuickBooks Time. These fields are enabled/disabled via that integration's preferences menu, and the items within the field are edited within the integrated software.
• If team members are using an Android device, custom fields only works correctly on Android version 5.1 or higher.
• Only six custom fields can be active at a time.

To Install:

1. Go to Feature Add-ons, then select Manage Add-ons.
2. Under Get More, find Custom Fields and select Install.

How to:

• Create a Field
• Add, Edit, or Delete Items Within a Field
• Assign and Restrict Fields and Items
• Archive a Field
• Restore a Field

Create a Field

1. Go to Feature Add-ons, then select Custom Fields.
2. Select + Add Field, then select Timesheet field.
3. Add a name and, under Type, choose one of the following:
   • List: Use this when you have a list of items/options for users 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 users to enter their own text. This can be used for descriptions or explanations.
   • Whole Number: Use this for a numbers only text field (i.e., 42, 7, 10). This can be used for entering mileage or amounts.
   • Decimal Number: Use this if you want a numbers only text field, but allow for decimal numbers (i.e., 3.14, 10.5, 34.06). This can be used for entering expenses or measurements.
     Note: If something other than a number value is entered in a number field, the user will get an error stating: "Problem saving timecard. Enter only whole/decimal numbers for the "Title" field."
4. Other Options:
   • Show for all jobs/customers: Check if the field should be visible on all time cards. Uncheck if the field should only show up for certain Jobs/Customers. (see "assign and restrict fields and items" below.)
   • Required: Check if this field must be filled out before clocking out. Uncheck 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 will auto-populate on timesheets.

Add, edit, or delete items in a list

As an example: an Equipment list could include: Excavator, bulldozer, loader, etc.

1. Go to Feature Add-ons, then select Custom Fields.
2. Select the field you want to edit.
3. Add, edit, or remove an item:
   • To add an item: Select + Add Item, enter the name, and go back, or select More, then Import/export items, choose a . DZ file, and select Import.
   • To edit an item: Select an item, make the change, and go back.
   • To archive an item: In the Edit Field window, select the three grey dots , then Archive item. To archive multiple items, check the box to the left of each item and select Archive.
   • To unarchive an item: In the Edit Field window, select Archived from the Show dropdown, and at the right of the item name, select the three grey dots , then select Unarchive item. To unarchive multiple items, check the box to the right of each item and select Unarchive.
4. After all changes are made, select Save.

Assign and restrict fields and items

As an example, if you have team members working at the Smith residence, they should only see the "Equipment" fields and only "Bulldozer" and "Excavator" to be selectable options within that field. This can help prevent accidentally selecting the wrong item or needing to fill out unnecessary fields.

To assign and restrict fields to jobs/customers:

1. Go to Feature Add-ons, then select Custom Fields.
2. Navigate to the field you want to be restricted and select it.
3. Clear Show for all jobs/customers and do one of the following:
   1. In the Edit field window, select None selected.
   2. Check desired jobs or customers from the Jobs list.
   3. Select Save and the field will only show up for the selected jobs or customers.

      Or

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

To assign and restrict field items to jobs/customers:

1. Go to Jobs or Customers.
2. Select  next to the job or customer to which you want to adjust the assignment.
3. Under Custom fields, next to the list field you want to choose from, select All items.
4. Assign or unassign items:
   • Select  to move options from the Unassigned Items box to the Assigned Items box.
   • Select  to move options from the Assigned Items box to the Unassigned Items box.
   • Sub-level jobs, if not manually changed, will reflect the assignments for any top level job. Assign or unassign the associated sub-level jobs or customers, if needed.
   • Select Save.

To assign and restrict field items to team members:

1. Go to Feature Add-ons, then select Custom Fields, select a field, and an item.
2. Clear team members to unassign them from that item, or check team members to assign them.

Or

1. Go to My Team and select a team member.
2. Select Custom fields and select the blue link under Items.
3. Clear items to unassign them from that team member, or check items to assign them.
   Note: Items that are assigned at the company level will be greyed out and must first be unassigned from Feature Add-ons, then Custom Fields.

Archive a field

1. Go to Feature Add-ons, then Custom Fields.
2. Next to a field, select the three grey dots , and select Archive field.

To only "hide" the field from all time cards:

1. Go to Feature Add-ons, then Custom Fields and select the field.
2. Clear Show for all Jobs, leave it set to None selected, and select Save.

Restore a field

Note: Any assignments and restrictions will also be restored.

1. Go to Feature Add-ons, then select Custom Fields.
2. Select Archived from the Show dropdown.
3. Next to a field, select the three grey dots , then Unarchive.

Or, if the field was not archived, just hidden from time cards and needs to appear on all time cards:

1. Go to Feature Add-ons, then Custom Fields and select the field.
2. Select Show on all Jobs, and select Save.