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QuickBooks Time reports guide

by Intuit• Updated 3 weeks ago

Learn how to access and use QuickBooks Time reports to track hours, approvals, wages, and team performance. This guide covers the main reports and how to run them.

Approvals report

The approvals report helps you review and approve team timesheets.

  1. In QuickBooks Time, go to Approvals.
  2. Select the Report Dates and any filters.
  3. Select Run Report.
  • To see individual timesheets for a team member, select view details in the hours total box.
  • To view different hour types (approved, submitted, unapproved), select the tabs at the top.
  • Regular, overtime, time off, and break hours are displayed on the right.
  • After approval, export the timesheets to your payroll software if needed.

Payroll report

The payroll report summarises team member hours for payroll purposes.

  1. In QuickBooks Time, go to Reports and select Payroll Report.
  2. Set the Report Dates and any filters.
  3. Select Run Report.

Itemised total time report

This report shows detailed hours for each team member by day or job.

  1. Go to Reports and select Itemised Total Time.
  2. Set the parameters you need and run the report.
  3. Select Run Report.

Wage report

The wage report provides a spreadsheet of hours worked, pay rates, and total wages.

Set up pay rates for each team member:

  1. Go to My Team and select an employee. 
  2. Enter a Pay Rate and select Save.
  3. Repeat for all employees to include.
  4. Go to Reports, then Payroll, and select Wage Report.
  5. Choose how you want to filter the data, then Download CSV. 

Logging and auditing reports

These reports provide CSV downloads of timesheet and system activity for up to 21 days at a time.

  1. Go to Reports and select Logging and Auditing.
  2. Choose the report to run:
    • Applicable Large Employer: Average and monthly hours.
    • Approvals History: All approvals activity within the report date range.
    • Time Off Balances: Totals per time off code, per team member.
    • System Log: All system log entries.
    • Timesheet Log: All time entries and edits.

Exports reports

Exports reports let you adjust team members, job codes, groups, and managers via CSV.

  1. Go to Reports and select Exports.
  2. Choose the export to run:
    • Customer Export: All job codes.
    • Team Member Export: All team members and details.
    • Groups and Group Mgrs Export: All groups and manager details.

Tracking reports

Tracking reports provide detailed hours and location tracking for teams.

  1. Go to Reports and select Tracking.
  2. Choose the report to run:
    • Job Costing by Team Member: Hours per job.
    • GPS Points: Coordinates for timesheets and accuracy.
    • Hours by Date, Team Member, Full Customer, Group, or Top Level Customer: Hour totals with filters and views.

Exceptions reports

Exceptions reports show information usually excluded from standard reports.

  1. Go to Reports and select Exceptions.
  2. Choose the report to run:
    • Less than X Hours Worked on a Weekday: Team members below minimum hours.
    • Not Yet Approved or Submitted: Team members who haven’t submitted or had time approved.
    • Geofence Timesheet Exceptions: Timesheets with GPS outside the specified job area.