Understand QuickBooks Workforce GPS

GPS location points are captured and securely attached to the employee’s timesheet when they’re on the clock, allowing admins or managers to verify. If needed, troubleshoot GPS.

GPS overview

• GPS points are places where you are when you work. You can get them when you clock in or out, open the app, change jobs, and sometimes while you are working.
  • You can manually pull a point while on the clock
    1. Select Track Time, then Time clock.
    2. Go to Location.
    3. Select the map, then select the location marker in the top right.
• GPS points are NOT stored when on a break, clocked out, or signed out of the app.
  • Your employer will only have access to your location while you are on the clock.
  • If your company uses geofencing, QuickBooks Time may read your GPS data. But it doesn't record your location information until you clock in.
• When location services are required by your employer, set location tracking on your device to Always.
  • Note: This way, QuickBooks Time can access your location for geofencing purposes when the app isn’t open.
• When location services aren't required by your employer to clock in, you can opt-in or out of tracking:
  1. In the Workforce app, select More.
  2. Go to Settings, then General.
  3. Turn Track location while clocked in on or off.
• QuickBooks Workforce uses your location “in the background” to help ensure accurate clock-in and clock-out times. If your company uses geofencing, this feature can recommend clocking in at nearby job sites.
  • The GPS points you see in this notification aren't the same GPS points your employer sees when you’re clocked in.
• Remote clock-ins: If a manager clocks you in remotely, your location information won't be shared until you confirm the shift. You’ll be notified in your Workforce app and can Confirm or Reject the shift there.
  • If you Confirm the shift, your location data for the amount of time you’re clocked in will be shared.
  • If you Reject the shift, the app deletes the timesheet and any associated locations.
  • If you don't see the notification until you’re clocked out by the manager, the timesheet will remain but no locations are saved or shared.

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Where to find and how to read GPS data

From mobile:

1. Select Track Time, then Timesheets, and select a timesheet to view.
2. Under Location, select the map.
3. Select More to Show Accuracy Bubbles or not.
4. Select a point on the map to see the time it was pulled, and it’s accuracy in meters.

Reading GPS point colors

GPS points display in one of four colors indicating:

• Green: You’re clocked in
• Red: You’re clocked out
• Blue: A point pulled while you’re on the clock
• Orange: A point pulled from a different device you’re logged in to

Note: The map you see is the same as what your admin or manager sees. 

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Related Links

• Use geofencing in QuickBooks Time