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Anonymous
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Community Questions: How to Add Billable Employee Hours to Client Invoices in QuickBooks Online

Timesheet - Copy.PNG

 

 

Those of us who train passionate teams want to devote our energy to developing their talents, not endlessly managing their billable hours. Time-tracking is especially challenging if you bill services by the hour or if your team has constantly varied, irregular schedules.

 

New community member @LAAttorney recently asked how to automatically add employee’s billable time to invoices in QuickBooks Online.

 

If you’re using the Weekly Timesheet feature to track employees’ billable hours in QuickBooks Online, those hours automatically populate in a side menu on the next invoice you send to your client. In one click, they’re added – with minimal input, no guesswork and no working overtime doing manual data entry!

 


 

 

 

The tutorial above provides step-by-step instructions for (1) how to use Weekly Timesheets to record each employee’s billable hours and (2) how to add these hours to client invoices. Click here if you prefer the written guide.

 

As you’re setting up and working with Weekly Timesheets, keep these tips in mind:

 

  • Add your billable service items to the Products & Service List before recording employee hours, rather than adding new service items directly to the Weekly Timesheet form -- when you might not be fully focused on operations!

  • When you add new service items, you have the option to include tax. As noted by the QuickBooks Resource Center, knowing whether or not to tax for services depends on a number of factors, such as state laws. If you’re unsure what qualifies, reach out to your accountant.

  • If you’re billing for an independent contractor (and not an employee), make sure they’re entered as a Vendor and tracked for 1099s (follow the link for instructions).

  • If you decide to add a new customer directly from the Weekly Timesheet, click the (+ Details) link to add their physical and email addresses. If you click “save” and skip this step, only the customer’s name is recorded. Make sure you go to the Customer Tab in the Sales Module to complete their profile before you start invoicing.     

 

If you’re looking for even more feature-rich tools, check out the Projects Center feature for project-specific time tracking and the T-Sheets app for mobile time tracking solutions. Now to actually pay your employees for their amazing work, learn more about QuickBooks Payroll options.

 


 

Now it’s your turn

 

What methods do you use to ensure your employees’ hours are always recorded accurately?

5 Comments
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Level 1

Community Questions: How to Add Billable Employee Hours to Client Invoices in QuickBooks Online

I use TSheets to keep track of workers' hours. The app will keep track of who is working and where and can connect to your QBO lists of services, whether the time is billable, etc.

 

Then you approve the time and export to QBO and it will show up in your invoices from the sidebar.

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Level 2

Community Questions: How to Add Billable Employee Hours to Client Invoices in QuickBooks Online

When importing time from T-Sheets, the Billable Rate keeps incorrectly defaulting to $0, even though the employees have a billable rate in QBO.  I am forced to update the weekly timesheet in QBO manually but this is not efficient at all.  There is no field to enter a billable rate in T-Sheets.  HELP!

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Moderator

Community Questions: How to Add Billable Employee Hours to Client Invoices in QuickBooks Online

Hello Eric,

 

TSheets splits time based on Regular and Over Time (OT) hours. They way the program is configured might cause confusion when when importing the data to QuickBooks Online. I'd recommend reaching out to TSheets support to have this corrected. You can find their contact information in the TSheets page.

 

Let us know if you have other questions. We'll be around.

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Level 2

Community Questions: How to Add Billable Employee Hours to Client Invoices in QuickBooks Online

@JamesDuanT - This is not a T-sheets issue, but a QBO issue.  The time is coming in correctly into QBO, showing as billable and no issues (and can add to an invoice).  The Issue is the Billable Rate, which T-Sheets doesn't even have a field for, this is only in QBO.

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QuickBooks Team

Community Questions: How to Add Billable Employee Hours to Client Invoices in QuickBooks Online

Let me hop into this thread, Erricohen. 

 

We appreciate you checking with T-Sheets. Every issues concerning a third-party integration, we check the third-party app first. 

 

I'd suggest contacting QuickBooks Online Customer Care for a phone agent to take a better look at this. They have more tools, like screen sharing, that can help you.

 

Of course, you can always reach out to us if you have other concerns. We'd be happy to help. 

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