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Set up and manage custom fields for time tracking in QuickBooks

by Intuit• Updated about 7 hours ago

Learn how to set up customer, field and field value assignments to workers, and setup field and field value assignments to customers in QuickBooks Time.

Assignments is a streamlined way for admins to gain greater control over what employees can clock time against—reducing confusion, errors, and rework. Presenting the right fields and values without overwhelming workers leads to cleaner time entries, fewer admin corrections, and more accurate timesheets. This streamlined assignment workflow has been shown to reduce time entry errors and save admins countless hours reviewing and editing time entries while improving overall payroll and job-costing accuracy.

QuickBooks allow the following types of assignments:

  • Assign workers to jobs or customers
  • Assign specific fields to jobs or customers.
  • Assign workers and customers/jobs  to field values 
  • Assign and manage  time tracking settings and policies  to workers

Assign workers to customer or jobs

You can assign workers to jobs or customers/sub customers or projects. This allows workers to see only projects and customers assigned to them when tracking time.

To assign workers to customers:

  1. Go to All apps A bunch of numbers and letters on a tile wall., then Time, then Assignments (Take me there).
  2. Under Actions, select Assign Workers.
  3. Select workers or group you want to assign to the customer.
  4. When you’re finished, select Save.

Assign fields to customer or job 

You can assign standard or custom fields to jobs or customers/sub customers or projects. This allows workers to see the fields only when they are tracking time to that customer or project

  1. Go to All apps A bunch of numbers and letters on a tile wall., then Time, then Assignments (Take me there).
  2. From the Actions ▼ dropdown, select Assign time tracking fields.
  3. It will open a drawer to select fields to assign to the customer. Select fields to assign to the customer.
  4. When you’re finished, select Save.

Note that the field assigned to all customers when enabled can be managed from here:

  1. Go to Settings ​​⚙, then Account and settings.
  2. Select Time, then select Edit ✎ to Timesheet fields or Custom fields to Timesheet to manage assigned fields.

To assign custom fields to customers or projects:

  1. Go to Settings ​​⚙, then Account and settings.
  2. Select Time, From Custom fields, select Edit ✎.
  3. Under Actions, select Assign Customers.
  4. It will open a drawer to select customers to assign the fields to.
  5. When finished, select Save twice.

To assign standard fields to customers or projects:

  1. Go to Settings ​​⚙, then Account and settings.
  2. Select Time, then from Timesheet fields, select Edit ✎.
  3. Select the ▼ dropdown next to View, then select Assign Customers.
  4. It will open a drawer to select customers to assign the fields to.
  5. When finished, select Save twice.

Assign field values to customer or workers

You can also assign and limit specific field values for services, classes, locations, and custom field values to workers, customers, or projects.

To assign workers or customers to custom field values:

  1. Go to Settings ​​⚙, then Account and settings.
  2. Select Time, then from Custom fields, select Edit ✎.
  3. Under Actions, select Assign Customers or Assign Workers.
  4. It will open a drawer to select workers or customers to assign the field value.
  5. When finished, select Save twice.

To assign workers or customers to standard field values:

  1. Go to Settings ​​⚙, then Account and settings.
  2. Select Time, then from Timesheet fields, select Edit ✎.
  3. Select the ▼ dropdown next to View, then select Assign Customers or Assign Workers.
  4. It will open a drawer to select customers or workers to assign the fields value.
  5. When finished, select Save twice.

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

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 All apps A bunch of numbers and letters on a tile wall., then Time, then Assignments (Take me there).
  2. Select the ▼ dropdown next to Assign workers, then select Assign fields.
  3. In the field assignment drawer, 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 ✎ 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.

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