Update company settings for QuickBooks Time

Learn how to configure company settings for QuickBooks Online and QuickBooks Time.

QuickBooks Time settings are moving to QuickBooks Online so you no longer need to navigate to your settings to many different places. As part of this journey, as we move our settings over, you’ll be able to update your settings in both QuickBooks Online and QuickBooks Time.

Learn about: 

• Company Details
• Account & Billing
• Accountant Access
• Payroll & Overtime
• Time Management or Time Options
• Time Rounding
• Customize your timesheet
• Location
• My Team
• Kiosk Management
• Notifications
• System Log

Configure Company Settings

QuickBooks Online

1. Sign in to QuickBooks Online.
2. Go to Settings ⚙ and select Account and settings.
3. Select Time.
4. Update the settings as needed.
5. Select Save after each change.

QuickBooks Time

1. Sign in to QuickBooks Time and select Company Settings. 
2. Update the settings as needed.
3. Select Save after each change.

Company Details

QuickBooks Online

In the Account and settings page, select Company to view and manage company details.

QuickBooks Time

Note: If you have QuickBooks Online or QuickBooks Online Payroll, company info and admin contact fields automatically come over from QuickBooks and need to be managed there.

• Company Info: Add or update your company information here, including company name, company website, and your company's street address.
• Admin Contact: The Admin Contact is the main account owner.
• Custom Options: Upload a custom company logo to your QuickBooks Time account using this tool. 

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Account & Billing

Note: If you have QuickBooks Online or QuickBooks Online Payroll, account and billing needs to be managed there. 

• Manage Subscription: Select View Billing & Subscription in QuickBooks Time to manage your subscription.

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Accountant Access

Note: If you use QuickBooks Online or QuickBooks Online Payroll, accounting firms need to be managed there. 

Invite your accountant to have full administrative access to your QuickBooks Time account. If your accountant uses QuickBooks Online Accountant, sending an invite will allow them to accept access instantly.

Learn more about becoming a QuickBooks ProAdvisor here.

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Payroll & Overtime

Note: If you use QuickBooks Online or QuickBooks Online Payroll, pay schedule needs to be managed there. Overtime needs to be set up in both QuickBooks Online and QuickBooks Time. 

• Pay Schedule: Set up your company's pay schedule here. Choose from weekly, every two weeks, twice a month, every four weeks, or monthly. 
• Overtime: Set up your company overtime rules here. If you need more customized options, select Manage Pay Rates.

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Time management or Time options

QuickBooks Online

Customize how your team's timesheets behave.

• First day of work week: Select the day your work week starts from the dropdown.
• Time zone: Set the primary time zone for your company's time tracking.
• Split timesheets at midnight: Select or uncheck the checkbox. When checkbox is selected, if a worker creates a timesheet that goes past midnight, the timesheet will be split into two time entries. 
• Allow team members to create and edit their own timesheets: Select or uncheck the checkbox.
• Allow team members to edit their clock out time after consecutively working more than [ ] hour(s): Enable this setting and specify the number of hours after which team members can edit their clock-out time.This will in turn ensure that if a team member clocks out later than anticipated, there is a warning that asks the team member or admin to validate their hours before committing

QuickBooks Time

• Date & Time: Set your company time zone, week start, and preferred date and time formats.
• Time Entry: Configure team member time entry permissions here.
  • Allow team members to manage their own timesheets: If checked, this lets all team members sign in from anywhere (computer or mobile) and manage their own timesheets. By default, this turns on the mobile time entry permission (and greys it out) both in company settings and individual team member permissions.
  • Allow team members to track time on the mobile app: If checked, this allows the mobile time entry permission. If it’s greyed out, first uncheck "Allow team members to manage their own timesheets", then you can edit it. 
  • Allow team members to enter notes on Time Clock and mobile app: If checked, team members can enter notes when clocking in or out or at any point during their shift. To view these notes, admins can select Time Entries, then Timesheets.
  • Allow team members to adjust clock-out time: If team members have been clocked in longer than the threshold defined in the Clock-out override hours setting (preset is 10 hours), checking this box lets them manually adjust their clock-out time backward.
  • Hide hours worked from team members in QuickBooks Time web: If checked, team members won't see how long they've been on the clock or view their timesheet reports. This is useful if you're using QuickBooks Time as a simple clock in/out tool, or if your team members are salaried and don't need to see the hours they've worked.
  • Split timesheets at midnight: If checked, QuickBooks Time automatically splits timesheets that go through midnight so hours after midnight are counted for the following day instead of the day of clock in. Checking this setting won't affect pre-existing timesheets.
  • Sign out after clock in/out (web only): Team members are signed out of QuickBooks Time when they clock in, switch jobs or customers, or clock out.
• Time Off: Adjust who can enter your company's time off options here.
  • Administrators and Managers: If checked, the admins and managers can enter paid or unpaid time off for team members and themselves.
    • All Team Members: If checked, team members can enter time off for codes assigned to them. To set up time off codes, see How to Set Up Time Off Codes and Accruals. It’s up to an admin to review time off hours submitted by team members for accuracy. If you’re integrated with QuickBooks, map your payroll items.
      • Approval required: If checked, team members have to submit requests for time off to be approved by an admin or manager.

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Timesheet Rounding

Configure how clock-in and clock-out times are rounded. Before using time rounding, it's recommended to review federal and local laws as there may be restrictions in your area. You can refer to a rounding guide for more information.

QuickBooks Online

• Round clock-in times:
  • Direction (clock-in): Choose to round to the "Nearest", "Up", or "Down" minute.
  • Rounding increment (clock-in): Select the increment (e.g., 1 minute, 5 minutes, 15 minutes) for rounding.
• Round clock-out times:
  • Direction (clock-out): Choose to round to the "Nearest", "Up", or "Down" minute.
  • Rounding increment (clock-out): Select the increment (e.g., 1 minute, 5 minutes, 15 minutes) for rounding.

QuickBooks Time

Check out Set up timesheet rounding in QuickBooks Time to learn more.

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Customize your timesheets

QuickBooks Online

Review these settings and clear or update anything you don't need to customize how your team tracks their timesheets.

• Customers and sub-customers: Enable or disable tracking by customer.
• Billable: Select this checkbox to enable billable tracking.
  • Rate per hour: Optionally, enable and set a rate per hour.
  • Require billable: Make billable tracking mandatory.
• Service item: Enable or disable tracking by service item.
• Class: Enable or disable tracking by class.
• Location: Enable or disable tracking by location.
• Notes: Enable or disable the ability to add notes to timesheets.
  • Allow team members to edit existing notes: Allow team members to modify their notes.
  • Require notes: Make notes mandatory for timesheet entries in the workforce app.

QuickBooks Time

1. In QuickBooks Time, select QuickBooks and select Preferences.
2. Make your selections:
   • Customers & sub-customers: A customer selection is required on timesheets. You can assign these customers later. 
   • Service Items: A service item selection is required on timesheets. You can assign service items later.
   • Billable yes/no choice: Mark timesheets as billable or not billable. Billable timesheets can be used when invoicing in QuickBooks.
     • Require Billable yes/no choice: The billable choice is required before clock-out. 
   • Class: A class selection is required on timesheets.

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Location (QuickBooks Time)

• Tracking: Track your team members while they are on the clock. Set their location settings requirement here. 
• Geofencing: This feature is only available for QuickBooks Time Elite accounts. 
• Nearby Jobs/Customers: Turn on ‌or turn off nearby job suggestions when your team members are clocking in.

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My Team (QuickBooks Time)

• Permissions: If Allow Team Members to Manage Their Settings is selected, team members can edit their own profiles, including username, email address, and timezone (select or uncheck the sub-settings as needed).
• Access Restriction: Set up computer or IP address restrictions to limit where team members can sign in to their QuickBooks Time web dashboard.
  • Choose one of the following options:
    • Authorize Individual Computers (by cookie): Choosing this option allows you to authorize a computer by setting a permanent cookie on it. This works best if you only have one or two locations where your team members can sign in. Certain anti-virus and anti-spyware programs clear cookies on a daily basis. If you have this type of software installed, configure the settings to retain specified cookies.
    • Authorize Locations by IP Address: If this option is selected, clock-in is only allowed from computers at locations using an IP address authorized by an admin. This works best in offices that run all of their computers on the same network.
    • No Authorization: Allows team members to sign in, clock in, switch jobs or customers, and clock out from any computer that has internet access. This works best for companies with many team members in many locations, team members that travel regularly, or for team members who aren't regularly around computers.

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Kiosk management

QuickBooks Online

This section allows you to add or remove computers or tablets your team uses to clock in and out.

QuickBooks Time

Check out Set up QuickBooks Time Kiosk to learn more.

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Notifications

QuickBooks Online

Manage reminders and notifications related to time tracking.

• Send clock-in reminder at: Set the time (e.g., 8:00 AM) and select to send reminders via Email or Mobile.
• Send clock-out reminder at: Set the time (e.g., 5:00 PM) and select to send reminders via Email or Mobile.
• Days of week clock-in/out reminders are sent: Select the days (e.g., Monday - Sunday) for sending reminders.
• Notify when clock-in/out time is adjusted: Select who receives notifications when a clock-in/out time is adjusted (e.g., "Admins and managers", "No one", "All employees").
• Notify when notes are added or edited: Select who receives notifications when notes are added or edited (e.g., "Admins and managers", "No one", "All employees").

QuickBooks Time

This lets you set clock-in and out reminders and schedule notifications that apply to all team members or the indicated team member type. Some of these settings can be overwritten by individual team members.

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System Log (QuickBooks Time)

This log displays all activity on your account for the past 90 days, including entries showing who's signed in, clocked in or out, adjusted timecards, left notes, and installed add-ons. Everything that is done on your account is recorded here with date and time stamps.

To download this information into a spreadsheet, select Download. Choose your desired date range and filters, then select Download CSV.

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