Showing results for 
Search instead for 
Did you mean: 
Created with Sketch. Need to update your account details or payment information for QuickBooks Desktop? Click here for our step-by-step guide.
Created with Sketch. Need help running payroll? Watch our video or read the guide in our Product Tutorial.
Created with Sketch. Learn how to create and match bank rules in our video guide.
Created with Sketch. Get help with your T4A and T5018 forms.

Approve and manage time off entries for team members in QuickBooks Time


  • Time off hours can include sick days, vacation time, annual leave, and holidays.
  • Account administrators can enter time off for any team member.
  • Managers can enter time off for the group/crew that they manage.
  • Time off entered by an admin does not require approval.
    • Time off entered by a manager who is also in the group they manage does not require approval. If they are not in the group they manage, the time off request will need admin approval.

Approve or deny time off


  1. Go to Time Off.
    • Note: the number of pending requests appear in an icon next to the menu option.
  2. For a pending request, do one of the following:
    1. Select the request, add a note, and select Approve or Deny.
    2. Hover over the request and select Approve or Deny.

Enter time directly for team members

Follow these steps to enter time off for one or multiple team members in one of two ways:

  1. Go to Time Off > Add Time Off.
  2. Select desired team members for bulk entry, or choose an individual team member.
    1. Note: you are automatically selected. Be sure to deselect yourself if you do not wish to add a time off entry for yourself.
  3. Choose a code, date of entry, and number of hours on that day.
  4. (optional) Add another day for the same code.
  5. (optional) Add notes.
  6. Select Save.
    1. Note: when performing a bulk time off entry and a team member does not have enough hours in their available balance, you will be notified before the time off entry is saved.


  1. Go to Time Entries > Manual Time Card.
  2. Select Switch User and enter the team member you are adding time off for.
  3. In the Job or Customer column, select (no job) or (no customer).
  4. Search or scroll for the desired time off code.
    1. Note: these are found at the bottom of the customers list.
  5. In that row, under the day, enter the number of hours.
  6. Select Save.

Edit or cancel time off requests

Note: if time off approvals are not enabled, a time off timesheet can be managed like any other timesheet.

Edit time off


  • A denied request cannot be edited.
  • A pending request cannot be edited.
  • Edits can be made to a time off request after it has been approved.
  • Once a timesheet is locked by export or timesheet approvals, it cannot be edited.

To edit time off: 

  1. Go to Time Off and select a time off entry.
  2. Select Edit and make your changes.
  3. Select Save.

Cancel time off


  • A request can be cancelled when it is pending or approved.
  • Once a timesheet is locked by export or timesheet approvals, it cannot be cancelled.

To cancel time off: 

  1. Go to Time Off and select a time off entry.
  2. Select Cancel entry.
  3. (Optional) enter the reason the entry is being cancelled.

Was this helpful?

You must sign in to vote, reply, or post