Use QuickBooks Time in QuickBooks Online or QuickBooks Online Payroll

Learn how to use QuickBooks Time in QuickBooks Online or QuickBooks Online Payroll.

If you have QuickBooks Online Essentials, Plus, Advanced, Accountant, or QuickBooks Online Payroll Premium or Elite, you can use QuickBooks Time in two places:

• In QuickBooks Online: Go to Time (Take me there).
• Outside of QuickBooks Online: Go to classic QuickBooks Time.

If you haven’t already, make sure you set up your QuickBooks Time account. You can find advanced reporting and manage in-depth settings on the classic QuickBooks Time website, but you can do these in QuickBooks Online: 

• Track and manage your team’s hours
• Approve your team’s hours
• Manage shifts
• Manage customer assignments
• Add and invite team members to track time
• Find out who’s working and their GPS location
• Manage time off requests
• Set up and manage Time Kiosk
• Set up breaks
• View payroll and itemized total time reports

Track and manage your team’s hours

In QuickBooks Online, go to Time, then select Time entries. Once you’re here, you can track and manage your team member’s time. 

Approve your team’s hours

Go to Time, then Time entries, and select Approve time. You can review your team’s timesheets and make corrections. Once you approve time, you can use it for payroll, invoicing, and reporting in QuickBooks. No one can edit approved timesheets unless you unapprove them.

Note: If you use timesheet submissions or DCAA compliance, you’ll need to approve time in classic QuickBooks Time instead of QuickBooks Online. 

Manage shifts

Go to Time, then Time team, and select Schedule. You’ll find a calendar view where you can manage shifts for your team.

Manage customer assignments

Go to Time, then select Assignments. With assignments, you can decide which customers and projects will be visible to which team members when they track time. You can also show or hide certain service items or custom fields for a given customer or project.

Add and invite team members to track time

Go to Time, then Time team. You can add, invite, and manage team members here.  

Find out who’s working and their GPS location

Go to Time, then Time team and select Who’s working. You'll find a list of team members who are currently on the clock. If they're sharing their location with their web browser or QuickBooks Workforce (formerly QuickBooks Time mobile app), you'll also find a map showing their most recent GPS location.

Manage time off requests

Go to Time, then select Time off. You'll find a list of time off requests from your team, including approved, denied, and pending requests. Admins can review pending requests and either approve or deny them.

If you need to set up your time off categories and balances, your steps depend on whether you have QuickBooks Online Payroll. If you don't have payroll, you can set up and manage time off in classic QuickBooks Time. If you have payroll, you'll set up and manage time off directly in payroll.

Set up and manage Time Kiosks

Go to Time, then Overview, and select Manage kiosks. With Time Kiosks, your team can clock in on-site with a digital punch clock. They’ll create a 4-digit PIN to sign in to the device. If you need extra accountability, you can turn on photo capture to make sure it’s really them. You can set up any computer or compatible tablet as a Time Kiosk.

Set up paid and unpaid breaks

Go to Time, then Assignments, and select Break preferences. From there you can set up paid and unpaid breaks. Then, you can allow employees to manually punch in their breaks or apply them automatically based on certain criteria.

View Payroll and Itemized Total Time reports

Go to Time, then select Time reports. There are two reports available:

• Payroll report: Find the total hours each team member worked for a given date range, broken down by pay type.
• Itemized total time report: Find the total hours worked for each customer, project, service item, or any other timesheet field.

To find more advanced Time reports, go to classic QuickBooks Time.