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Intuit

Set up and use geofencing in QuickBooks Time

This feature is part of QuickBooks Time Elite product.

Notes:

  • Geofencing alleviates time spent editing and correcting timesheets.
  • Add addresses to jobs or customers to create a geofence for that site.
  • Team members receive notifications from their mobile app to clock in or out based on when they entered or left the job site.
  • A team member can still choose to clock in and out as normal and disregard the geofence notification.

How to:

Enable geofencing

  • Go to Company Settings, then select Location and make the following changes:
    • Tracking: Location has to be set to required (recommended) or optional for Geofencing to work.
      • A team member must have location services enabled on their device to use geofencing.
      • Optional and Required settings can be changed for individual team members in their team member Details.
      • Note: On team member's mobile phones, location settings must be set to Always and High Accuracy (Android) or Precise Location (iOS).
    • Geofencing: View and access general geofencing settings here.

Add a geofence to a job or customer

  1. Go to Jobs or Customers, then select edit for the job or customer you need to add a geofence for.
  2. Select Location and type in the address.
    1. For QuickBooks integrations, addresses will automatically be imported from the customer’s ship-to address.
    2. For a Xero integration, addresses are imported from the Street Address.
  3. A location icon appears next to the address once it's successfully added. Pick from the suggestions that appear as you type the address, to ensure it is a recognized address.
    1. Note: Geofencing is enabled once an address is entered. If a job or customer has an unwanted geofence, under the address field for that job, trigger the Geofence switch to Off.
  4. If needed, adjust the Radius size for the geofence.
    1. The default and minimum radius size is 100 meters and can go up to 1000 meters.

Clock in and out from a geofence notification

Notes:

  • Notifications appear on a team member's phone when they enter or leave a geofence.
  • If the notification is cleared by accident, it can be accessed again in the app: tap More, then select Notifications.
  • A notification is only active if no other timesheet or notification of the same type was created.
  • The clock in or out time displays the time a team member entered or left the geofence, not necessarily the same time they opened the notification and performed the clock in/out action.

Clock In at a Geofence:

  1. When entering a geofence, a notification is sent through the QuickBooks Time app: Arrived at job location
  2. Tap the notification to open the QuickBooks Time app.
  3. Tap Clock in as normal.
    • If there is more than one job associated with that location, choose which job to clock in to first.

Clock In outside a Geofence:

  1. When clocking into a job or customer outside of the designated geofence, two options are provided. Tap one to choose when to clock in:
    • Clock me in once I arrive: you will be automatically clocked in once inside the geofence for that customer.
    • Clock in now: you are clocked in immediately, but are required to fill out a note to explain why you are not on-site (i.e., "getting donuts for the team").

Clock Out:

  1. When leaving a geofence, a notification is sent through the QuickBooks Time app: Left job location
  2. Tap the notification to access two or three tracking options: Take Break, Clock Out, Switch (just as a normal timesheet). Any one of these actions ends the current timesheet.
    • Tap View Details to fill out any required fields before clocking out.
    • If Take Break or Switch is chosen, the start time of that new timesheet will match the end time of the one just ended by that action, so no time is lost.

Manage geofencing notifications

Enter your company's work hours so team members don't receive geofencing notifications during non-work hours. Note: This setting applies to all team members and jobs.

  1. Go to Company Settings, then select Notifications.
  2. Under Geofencing, choose start and end times and select or clear days as necessary.
  3. Team members only receive notifications for jobs or customers they are assigned to.

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