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Set up and manage custom fields in QuickBooks Time

by Intuit Updated 2 weeks ago

Learn how to set up and manage custom fields, and assign or restrict field items in QuickBooks Time.

With custom fields, you can:

  • Track extra details on timesheets, like mileage, equipment, and tasks.
  • Assign specific fields to jobs or customers.
  • Make the fields required or optional.
  • Allow team members to enter the information as free-form text or select options from a dropdown list.

Learn how to:

Notes:

  • Some integrations import tracking options as custom fields that are turned on or off in the integration's preferences menu in QuickBooks Time. Edit those fields within the integrated software, if needed. 
  • If team members are using an Android device, custom fields only works correctly on Android version 5.1 or higher.

Install custom fields

  1. Go to Feature Add-ons, then select Manage Add-ons.
  2. Find Custom Fields, and select Install.

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Create a field

Note: Only six custom fields can be active at a time.

  1. Go to Feature Add-ons, then select Custom Fields.
  2. Select + Add Field.
  3. Add a name and, under Type, choose one of the following:
    • List: Use this when you have a list of options for team members to pick from on their time card. This can be used for equipment or task lists.
      • At least one item must be added before saving this field type. Select + Add Item, then enter the item's name and Save.
      • Individual items can be assigned to show up only for specific jobs/customers and/or team members.
    • Text: Use this when you need a free-form text field for team members to enter their own text. This can be used for descriptions or explanations.
    • Whole Number: Use this for whole numeric values (i.e., 42, 7, 10). This can be used for entering mileage or amounts.
    • Decimal Number: Use this if you want numeric values with decimals (i.e., 3.14, 10.5, 34.06). This can be used for entering expenses or measurements.
  4. Other Options:
    • Show for all jobs/customers: If you want the field to be visible on all time cards, select this. If you uncheck it, you can assign the jobs later in the Jobs or Customers window. 
    • Required: Check if this field must be filled out before clocking out. Uncheck if the field is optional.
      Note: If a list field is required and only has one item in the list or only one item is assigned to a customer, job or team member, the field auto-populates on timesheets.

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Add, edit, or delete items within a field

An example item list for a custom field named “Equipment” could be: excavator, bulldozer, and loader.

Add an item

  1. Go to Feature Add-ons, then select Custom Fields.
  2. Select the field you want to modify.
  3. Select + Add Item.
  4. Enter the name, and go back, then select Save

Add multiple items

Note: You can’t use the import/export function to update or change the name of an existing item. If you change a name on an existing item, the system recognizes it as a new item. It'll only be skipped on import if it matches an existing code exactly, case-sensitive.

  1. Go to Feature Add-ons, then select Custom Fields.
  2. Select the field you want to modify.
  3. Select More, then Import/export items.
    • There must be 1 item added and saved in a list for More to show up. 
  4. Go to the Help tab to review format requirements and to make sure your data is entered correctly. 
  5. On the Import tab, select Choose File, navigate to the .csv file you want to import, then select Open.
  6. Check the box next to Test Mode to run a test import, then Import to catch any potential errors.
  7. Once you’ve corrected any errors in your CSV, upload your file again and Import without Test Mode checked.

Edit an item

  1. Go to Feature Add-ons, then select Custom Fields.
  2. Select the field you want to modify.
  3. Select an item, make the change, and go back.
  4. After all changes are made, select Save.

Archive an item

  1. Go to Feature Add-ons, then select Custom Fields.
  2. Select the field you want to modify.
  3. In the Field window, select More options, then Archive item.
    1. To archive multiple items, check the box next to each item, then Archive.
  4. After all changes are made, select Save.
  1. Go to Feature Add-ons, then select Custom Fields.
  2. Select the field you want to modify.
  3.  Select More, then Import/export items.
  4. Go to the Help tab to review format requirements and to make sure your data is entered correctly. 
  5. On the Import tab, select Choose File, navigate to the .csv file you want to import, then select Open.
  6. Select Archive for the Import Mode.
    1. Your list should only contain the items you want archived upon import. To do this, you can export the existing list, and delete the rows of unwanted items. 
  7. Check the box next to Test Mode to run a test import, then Import to catch any potential errors.
    1. If there are any errors in the file, you’ll see what lines would’ve failed. See Troubleshoot CSV import errors in QuickBooks Time for help to correct these errors.
  8. Once you’ve corrected any errors in your CSV, upload your file again and Import without Test Mode checked.

Unarchive an item

  1. Go to Feature Add-ons, then select Custom Fields.
  2. Select the field you want to modify.
  3.  In the Field window, select the Show dropdown, then Archived.
  4. Next to the item name, select More options, then Unarchive item.
    1. To unarchive multiple items, check the box next to each item and select Unarchive.
  5. After all changes are made, select Save.

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Assign and restrict fields and items

As an example, if you have team members working at the Smith residence, they should only see the "Equipment" fields and only "Bulldozer" and "Excavator" to be selectable options within that field. This can help prevent accidentally selecting the wrong item or needing to fill out unnecessary fields.

Assign and restrict custom fields to jobs or customers

  1. Go to Jobs or Customers.
  2. Select Edit Image of the edit icon. next to the job or customer.
  3. Under Custom fields, select the desired field(s) to have that field appear on a timesheet for that job, then select Save.

Assign and restrict items to jobs or customers

  1. Go to Jobs or Customers.
  2. Select Edit Image of the edit icon. next to the job or customer.
  3. Under Custom fields, next to the list field you want to choose from, select All items.
  4. Assign or unassign items:
    • Select the right arrows to move options from the Unassigned Items box to the Assigned Items box.
    • Select the left arrows to move options from the Assigned Items box to the Unassigned Items box.
    • Sub-level jobs automatically reflect the assignments for any top level job. If you need the sub-level jobs to be different, you need to manually assign or unassign them.
  5. Select Save.

Note: Be sure you assign team members to both the job or customer and the items assigned to that job or customer. 

Assign and restrict field items to team members

  1. Go to Feature Add-ons, then select Custom Fields.
  2. Select a field, then an item.
  3. Uncheck team members to unassign them from that item, or check team members to assign them.
  4. Go back, and select Save.

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Archive a field

Note: When you archive a field, it no longer shows on any timecard.

  1. Go to Feature Add-ons, then Custom Fields.
  2. Next to a field, select More options, then Archive field.

Hide the field from all time cards

  1. Go to Feature Add-ons, then Custom Fields.
  2. Select the field.
  3. Uncheck Show for all Jobs, then Save.

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Restore a field

Note: When you unarchive a field, the system restores all assignments and restrictions.

  1. Go to Feature Add-ons, then select Custom Fields.
  2. Select Archived from the Show dropdown.
  3. Next to a field, select the More options, then Unarchive.

Unhide a field

If the field was hidden from time cards and needs to appear on all time cards:

  1. Go to Feature Add-ons, then Custom Fields and select the field.
  2. Select Show on all Jobs, and select Save.

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