Approve and manage time off entries for team members for QuickBooks Time

Learn how to create time off for your team members as well as approve or deny time off requests in QuickBooks Time on the web dashboard. 

If you have QuickBooks Online Essentials, Plus, Advanced, Accountant, or QuickBooks Online Payroll Premium or Elite, you can approve and manage time off entries for team members there.

Learn how to: 

• Approve or deny time off requests
• Enter time off directly for team members
• Edit time off requests
• Cancel time off requests

Notes:

• Admins and managers can approve or deny their team members' time off, create or edit time off entries on behalf of their team members, and review the status of previous requests from their team members.
• If you’re an admin or in the group you’re a manager of, your time off request doesn’t require approval.

Approve or deny time off requests

Time off approvals are only available on the web after it’s turned on in your company settings.

Once your team member submits a time off request, you’ll receive a notification to approve it. To view any notes your team member adds on a request, you must view the time off request history. 

To approve or deny requests: 

1. In Quickbooks Online, go to Time, then select Time off.
   Or, in QuickBooks Time, go to Time Off.
2. Hover over the pending request and select Approve or Deny.
   • To add a note to the request, select the request, add a note, and select Approve or Deny.

Enter time off directly for team members

1. In Quickbooks Online, go to Time, then select Time off.
   Or, in QuickBooks Time, go to Time Off.
2. Select Add Time Off.
3. Select desired team members for bulk entry, or choose an individual team member.
   • You are automatically selected. If you don't want to add a time off request for yourself, deselect yourself.
4. Choose a code, date of entry, and number of hours on that day.
   • Only codes that are assigned to all team members in a bulk entry will display.
5. (optional) Add another day for the same code.
6. (optional) Add notes.
7. Select Save.
   • When performing a bulk time off entry and a team member doesn't have enough hours in their available balance, you’ll be notified before the time off entry is saved.

Note: You can add time off for a past date, however, the following is affected:

• The date can't be more than a year in the past
• The date must be after the reset date

Edit time off

Notes:

• The following requests can't be edited:
  • Denied
  • Pending
  • Approved through Approvals Report
  • Exported
• Edits can be made to a time off request after it's been approved.

To edit time off: 

1. In Quickbooks Online, go to Time, then select Time off.
   Or, in QuickBooks Time, go to Time Off.
2. Select time off entry.
3. Select Edit and make your changes.
4. Select Save.

Cancel time off

Notes:

• The following requests can't be canceled:
  • Approved through Approvals Report
  • Exported
• A request can be canceled when it is pending or approved.

To cancel time off: 

1. In QuickBooks Online, go to Time, then select Time off.
   Or, in QuickBooks Time, go to Time off.
2. Select a time off entry.
3. Select Cancel entry.
4. (Optional) enter the reason the entry is being canceled.