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Get started as a manager in QuickBooks Time

SOLVEDby QuickBooks76Updated December 19, 2023

Learn how to use QuickBooks Time as a manager.

If you’re a manager or admin in QuickBooks Time, here's an overview of how to enter, manage, and approve time for your team. Depending on your company setup, some parts of this guide might not apply to you. Check with your admin if you're not sure.

Track time for yourself or your team

Even if you don't need to track your own time, it helps to try it out. That way, you can show your team how it's done. If you need to clock your team in and out, we’ll show you how to do that as well.

Track time in QuickBooks Time Web

You can track your hours with the Time Clock, and you can also clock your team members in or out with Who’s Working.

If you need to enter time manually instead of clocking in and out, use the Manual Time Card.

Note: Unless you have permission to manage your own time, you can only add manual time for the people you manage, not for yourself.

Track time in QuickBooks Workforce

Before you start, make sure to get the QuickBooks Workforce app. Once you’ve installed the app, you can track your hours with the Time Clock in the Workforce app. You can also clock your team members in or out with the Crew feature.

If you need to enter time manually instead of clocking in and out, here’s how to do it in the Workforce app.

Note: Unless you have permission to manage your own time, you can only add manual time for the people you manage, not for yourself.

  1. In QuickBooks Workforce, go to Track Time, and select Menu More_QBTime_US_Ext_052223.png.
  2. Select Add timesheet.
    • To enter total hours without start and end times, turn on Duration. Then, select the date and enter the number of hours worked.
    • To enter start and end times instead of total hours, turn off Duration. Then, select the date and enter the start and end time for the timesheet.
  3. Your name automatically populates in the Worker field. If you’re entering time for someone else, select Worker, then select the desired team member.
  4. Enter any remaining info needed for the timesheet, such as the job, customer, or notes.
  5. Select Add.

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Manage and correct time for your team

If someone on your team accidentally chooses the wrong job or customer, or forgets to clock in or out, you can easily fix it.

Note: Unless you have permission to manage your own time, you can only add manual time for the people you manage, not for yourself.

Manage time in QuickBooks Time Web

To edit a timesheet:

  1. Go to Time Entries, then Timesheets.
  2. Optional: Use Team member search to filter by a specific team member. Otherwise, you’ll see timesheets for everyone you manage.
  3. Find the desired timesheet and select Edit Time ✎.
  4. In the Timesheet Editor, update the hours, job, customer, or any other details. 
    • Tip: If the team member forgot to clock out, uncheck Currently working to enter a clock-out time. The clock-out time can’t be in the future.
  5. Select Save.

To see the history of edits made to a timesheet:

  1. Go to Time Entries, then Timesheets.
  2. Optional: Use Team member search to filter by a specific team member.
  3. Find the desired timesheet and select View Log 📄.
  4. This log shows when the team member clocked in and out, along with any edits made to the timesheet. You can see who made the change, along with the date, time, and which details they changed.

To delete a timesheet:

  1. Go to Time Entries, then Timesheets.
  2. Optional: Use Team member search to filter by a specific team member.
  3. Find the desired timesheet and select Delete Time 🗑.

To create a new timesheet:

  1. Go to Time Entries, then Timesheets.
  2. If you’re entering time for someone else, use Team member search to filter by that team member.
  3. Select + Add Time.
  4. Check that the Team member field shows the correct name. If not, select Cancel and try step 2 again.
  5. For Type, select Time In/Out to enter the start and end time for the timesheet. Or, select Duration to enter total hours without start and end times.
    • Tip: If you’re just entering a clock-in time, and the team member is still working, select Currently working.
  6. After entering the date and hours worked, add any remaining info needed for the timesheet, such as the job, customer, or notes.
  7. If you need to create additional timesheets for the same team member, select Keep editor open after save, then Save. Otherwise, just select Save.

Manage time in QuickBooks Workforce

If you need to, you can manage time in the Workforce app.

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Manage time off requests

If your company lets team members enter or request time off, you can manage, approve, or deny their time off requests. You can do this in QuickBooks Time Web, but not in QuickBooks Workforce.

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Review and approve time

At the end of the week or pay period, you can review your team’s hours, make final corrections, and approve them. Once you approve timesheets, no one can edit them unless a manager or admin unapproves them.

Depending on your company setup, your team may need to submit their time first. Submitting time in QuickBooks Time is similar to signing off on a paper time card. It’s a way for your team to confirm they’ve reviewed their own hours for accuracy.

Here’s how team members can submit their time on QuickBooks Time Web. They can also submit time with the Workforce app, or while using a kiosk.

Approve time in QuickBooks Time Web

Here’s how to approve time for your team using a web browser.

Approve time in QuickBooks Workforce

  1. Go to Track Time, and select Menu More_QBTime_US_Ext_052223.png.
  2. Select Approve time.
  3. Check that the date range is correct. If not, select More filters, and select the desired date range.
  4. To review a team member’s hours, find and select their name, then make edits if needed.
  5. To approve time for your entire team, select Approve all.
  6. To approve time for an individual team member, find them and select Approve.

Note: Approving a team member’s time locks all their timesheets in the chosen report dates, along with any time tracked prior to those dates.

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