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Get your Payroll questions answered by a QuickBooks Product Manager here -
M for TF
Level 3

Payroll Advance - Track Project Cost of employees

I use QBO and have Payroll Advance.


Our work force attend different sites to complete jobs.   I would like to know how I can get them to enter the particular site on their timesheet and furthermore how I can then attribute the cost of their time to a particular project.


Can someone advise on how to do this other than to manually enter the time they have been on site?  I would like them to input the time and project into the timesheet and then I can see how many hours have been spent on each project.



QuickBooks Team

Payroll Advance - Track Project Cost of employees

There's an option to add your employees as a Time tracking only type of user, M for TF. 


This will allow them to add their own hours in the time sheet. Here's how:


  1. Go to the Gear icon and select Manage Users
  2. Click Add user, then select Time tracking only.
  3. Click Next, then select the name of the employee in the drop-down list. 
  4. Click Next and enter the required info.
  5. Click Save

An email will be sent to them that contains a link where they can create an account. Let me also share this article that discusses this feature a little further: How To Turn On And Set Up Time Tracking.


After entering their worked hours in the time sheet, it will automatically show up in the Projects Center in QBO. You can also check out this article on how you can allocate the hourly costs to a project: Track Income, Costs, And Profitability By Project.


Keep me posted if you have follow-up questions. 


M for TF
Level 3

Payroll Advance - Track Project Cost of employees

Thank you but I do not want to add them as users.  Therefore it would seem the only way to do it is myself in the QBO dashboard.


I have read your link and cannot make sense of it. 


Add timesheets (billable or nonbillable):

  1. Go to Sales.
  2. Select the Type column to sort the list.
  3. Find and open the timesheet.
  4. Select the project from the Choose a customer or project ▼ drop-down menu. Do this for each employee’s time you want to tag.
  5. Select Save and Close.

I do not understand point 3.  There is no timesheet.


The link further explains to work out the hourly rate.  Each worker has a separate hourly rate.  Therefore it doesn't seem possible to do it this way either.  Unless I have misunderstood?

QuickBooks Team

Payroll Advance - Track Project Cost of employees

Good to see you back in the Community, M for TF.


For now, the only option that would allow employees to enter hours is to add them as a user. You may want to look for third-party apps that offer time-tracking services. You can go to the Apps menu and proceed to the Find Apps tab. 


Also, look for Time Charge instead of time sheet in the drop-down list for Type. It looks like the term used in QBO has already been updated. 


Lastly, there's an option where you can set up your employee's hourly rate. Here's how:


  1. Go to the Projects Center and click the Hourly cost rate button in the upper-right hand corner. 
  2. Click the Add link beside the name of the employee under the Cost Rate column.
  3. Click the Calculator icon, then enter the required info.
  4. Click Add.

I'll revisit this thread if you have follow-up questions. We're always here to help you.

M for TF
Level 3

Payroll Advance - Track Project Cost of employees

Thank you.


All of our employees enter their own timesheets via the Work Zone app.


There is nothing that allows me to attribute costs of their labour to a specific project when either they enter TS via the app or I input them direct.  It is less than ideal.  

M for TF
Level 3

Payroll Advance - Track Project Cost of employees

Is there any further help on this?


Employees enter timesheets - which do not allow them to link to a project.


I am happy to edit them and attribute time to a project but cannot see where to do this or even if it is possible.   It rather makes project costing pointless.

QuickBooks Team

Payroll Advance - Track Project Cost of employees

The data should sync to your projects if timesheets are manually entered in QuickBooks, M for TF.


Since you’re using a third-party application, you might want to reach out to their support team. They’ll be able to explain their process of integration and are able to provide the workaround needed.

Learn more about project labour costs in QuickBooks through this article: TimeSheets.

Don’t be hesitant to post a question again if you need anything. 

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