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Set up your team to track time in QuickBooks Online Accountant

Learn how to set up your team’s permissions so they can track billable time to clients.

As a ProAdvisor, your team can track their time for projects, billable time, or any other work directly in QuickBooks Online Accountant. We’ll show you how to add your team members as employees or suppliers, give them the right permissions, and track their time.

Note: Your firm can also sign up as a QuickBooks Time PRO and track time in QuickBooks TIme instead. Follow these steps if you want to install the QuickBooks Time app for your firm.

Step 1: Add your team to QuickBooks

First, add your accounting team to QuickBooks Online Accountant. If you're adding a full-time employee, add them as an employee. If you work with contractors, add them as a supplier.

Step 2: Add team member and check permissions

After you set up your team as employees or suppliers, you can create timesheets and track their hours for them.

But, if you want them to be able to track their own time, add them to your team list. This gives them permissions so they can enter timesheets for themselves.

To see who already has permission on your team:

  1. Go to the Team menu.
  2. Select the team member you want to give access to. Then select Edit.
  3. Select the Firm Administration and Books tab.
  4. Change the Firm users permission to View only.
  5. For Customers and accounts receivable and Suppliers and accounts payable, select Yes.
  6. Select Save and close.

Step 3: Track time

Now that everything is set up, your team can track their time. Follow these steps each time you need to track time for yourself or an employee:

  1. Select +New.
  2. Under Employees, select Single Time Activity to enter one timesheet, or select Weekly Timesheet to enter multiple timesheets.
  3. Select the supplier or employee in the Name drop-down. Note: Selecting Add New in the drop-down will create a new employee or supplier profile.
  4. Choose a Customer from the drop-down list.
  5. Select available options like Service, Class or check the Billable option.
  6. Enter Description (optional).
  7. Enter hours in the Time field. Note: In the Weekly Timesheet, enter hours for each day of the week.
  8. Select Save and close.

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