Connect and manage QuickBooks Time with QuickBooks Online or Payroll

Plan availability: QuickBooks Time is included with QuickBooks Online Payroll Premium and Elite. If you’re on Core Payroll, you can add QuickBooks Time Premium or Elite as an add-on, or upgrade your payroll plan. 

If you don’t already have QuickBooks Time:

1. In QuickBooks Online, go to Settings and select Subscriptions and billing.
2. Go to QuickBooks Time Tracking and select Find out more.
3. Select if you want QuickBooks Time Premium or Elite. Then add it to your subscription. Or, select Try it free for 30 days* to start a free trial.

To start setup:

1. Follow this link to complete the steps in product
2. Select Go to classic QuickBooks Time.
3. QuickBooks Online will automatically transfer most information to your QuickBooks Time account. Some details may need to be set manually.

Note: If you don't see the option to launch QuickBooks Time, you may need to upgrade your Payroll account or contact our support team to integrate an existing QuickBooks Time account.

If you're using QuickBooks Online Payroll, set your pay period there. Otherwise, follow these steps in QuickBooks Time:

1. Go to Company Settings.
2. Select Payroll & Overtime, then Pay Schedule.
3. Select your Week Start and Pay Schedule.
4. Select a date from Select a recent closing date for payroll, then Save.

Payroll Schedule options:

• Weekly: Every week, based on a closing date.
• Every 2 weeks: Every two weeks.
• Twice a month: On two specific days per month.
• Every 4 weeks: Every 28 days.
• Monthly: Once a month on a chosen date.
• Custom: At least two defined custom end dates.

This setting impacts the Manual Time Card, Schedule add-on, and some payroll configurations.

To update it:

1. Go to Company Settings.
2. Go to Payroll & Overtime and select Pay Schedule.
3. Change the Week Start to your preferred day, then select Save.

1. In QuickBooks Time, go to Company Settings.
2. Go to Payroll & Overtime and select Overtime.
3. Adjust settings as needed, then select Save.

Important notes:

• For more complex policies, select Use Pay Rate Engine to customise calculations.
• If using QuickBooks Payroll, ensure the Overtime pay type is enabled in Payroll for tracked overtime to export correctly.
• You can update additional preferences in Company Settings later.

• In QuickBooks Time, select QuickBooks, then select Import.
  • Follow the next steps to continue.
• Team members added to QuickBooks Online will appear in the My Team section of QuickBooks Time.

To customise what team members track time against:

1. In QuickBooks Time, select QuickBooks, then select Preferences.
2. Select your options:
   • Customers & sub-customers: A customer selection is required on timesheets. You can assign these customers later. Note: Customers can be added or edited in either QuickBooks Online or QuickBooks Time and the change will reflect in both places.
   • Service Items: Required on timesheets and must be selected before submission. You can assign service items later.
   • Billable yes/no choice: Mark time as billable. Required before clock-out if selected.
   • Class: Required on timesheets if enabled.

Changes are saved automatically. Items will sync between QuickBooks Online and QuickBooks Time depending on your selections.

1. In QuickBooks Time, go to My Team.
2. Open the Add team members ▼ dropdown and select Send invitations.
3. Select the team members you want to invite.
4. Select Invite (#) Team members.

Once invited, your employees should:

• Look out for a text invite.
• Accept the invite.
• Create a user ID and password (if they don’t have one).
• Download the QuickBooks Workforce app to track time.

You and your team can select from various ways to track time. For more on tracking options, visit QuickBooks Time Tracking.

1. In QuickBooks Time, go to Reports and select Payroll Report.
2. Set the Report Dates and any filters.
3. Select Run Report.
4. To view details: Select Expand All or select + next to a team member’s name.
5. To print: Select the printer icon, or right click the report and select Print.

Note: To show hours in HH: MM format instead of decimals, go to Report Filters, select HH:MM format option, then select Run Report.

1. In QuickBooks Time, go to Reports and select Payroll Report.
2. Select your dates and filters, then Run Report.
3. Select Open as PDF.

1. In QuickBooks Time, go to Reports and select Payroll Report.
2. Select your dates and filters, then Run Report.
3. Select Download, then select your preferred spreadsheet format.
4. (Optional) Print the spreadsheet from your spreadsheet application.

1. In QuickBooks Time, go to Reports and select Payroll Report.
2. Select your dates and filters, then Run Report.
3. Next to the relevant team member, select + to expand details.
4. Select + Add timesheet.
5. Enter the timesheet details, then select Save.

1. In QuickBooks Time, go to Reports and select Payroll Report.
2. Select your dates and filters, then Run Report.
3. Hover over the timesheet date you want to change.
   • To edit: Select Edit, make changes, then select Save.
   • To delete: Select Delete, then select Delete again to confirm.