Turn on and set up time tracking in QuickBooks Online

Learn how to turn on and set up time tracking in QuickBooks Online Essentials and Plus.

Use this feature to track and bill customers for the number of hours spent on a project or activity. Here’s how.

Turn on time tracking

Here's how to turn on time tracking:

1. Go to Settings ⚙ and select Account and settings.
2. Select the Time tab.
3. In the General or Timesheet section, select Edit ✏.
4. Set your time tracking preferences:
   • First day of work week▼dropdown - This affects how employees and contractors view weekly timesheets.
   • Show service field - When this switch is on, employee and contractors who fill out timesheets can specify services performed.
   • Allow time to be billable - When this switch is on, employees and contractors who fill out timesheets can specify if activities should be billed to a customer.
   • Show billing rate to users entering time (optional)
5. Select Save, then Done.

Add a time tracking user

Here's how to add a time tracking user:

1. Go to Settings ⚙ and select Manage users.
2. Select Add user.
3. Select Time tracking only.
4. Select Next.
5. Find the employee or supplier you want to add, select Next, then enter their contact info.
6. Select Save.

Once added, the user can now enter hours in a timesheet.

Make time billable

Once time tracking is set up, you can start marking timesheets as billable.

1. Select + New.
2. Select Single time activity or Weekly timesheet.
3. Enter all necessary details.
4. Select the Billable checkbox.
5. Select Save and close.

Make time always billable

1. Go to  Employees.
2. Find the employee you want, and select Edit ✏.
3. Select the Billable by default checkbox.
4. Select Save.

Access time tracking reports

Time details

Based on the rates you specify and whether or not the time is billable, time detail will automatically appear on customer invoices. You can include:

• Employee’s name
• Hourly rate charged
• Number of hours billed

You can also customise the invoice to show the following:

• Text from the Description field on the timesheet
• The name of the standard service you are using
• Custom text that you specify for time tracking charges

Learn how to Customise Invoices and other Transaction Forms in QuickBooks Online.