Set up and manage time tracking in QuickBooks Online

Learn how to turn on and set up time tracking in QuickBooks Online Essentials, QuickBooks Online Plus, and QuickBooks Online Advanced.

Learn how to set up and manage time tracking in QuickBooks Online Essentials, Plus, and Advanced.

Turn on and manage time tracking to track and bill customers for the number of hours spent on a project or activity.

You can manage time tracking to track and bill customers for the number of hours spent on a project or activity.

If you have employees and want to track their time, consider QuickBooks Online Payroll Premium or Elite. This also includes advanced time tracking options like time off requests, mobile time entry, and scheduling.

Note: Time tracking isn't available if you use QuickBooks Online Payroll Core. The Weekly timesheet won’t work properly if Payroll Core is attached to your QuickBooks Online subscription.

For a better experience, open this article in QuickBooks Online. Launch side-by-side view

Follow the steps to set up and manage time tracking.

In this article, you'll learn how to:

• Turn on time tracking
• Track and manage time
• Add time tracking user
• Access time tracking reports
• Time details

• Manage time tracking
• Add time tracking user
• Access time tracking reports
• Time details

Turn on time tracking

Manage time tracking

Choose if you want basic time tracking in QuickBooks Online, or if you want to try a QuickBooks Time account with more time tracking features. Either way, you can access timesheets from QuickBooks Online.

Choose if you want basic time tracking in QuickBooks Online, or if you want to try a QuickBooks Time account with more time tracking features. Either way, you can access timesheets from QuickBooks Online.

First, turn on which time tracking options you want:

1. Go to Time (Take me there) and choose why you want to track hours. 
2. Then, choose if you want basic time tracking in QuickBooks Online, or if you want to try a QuickBooks Time account with more time tracking features. Either way, you can access timesheets from QuickBooks Online. 
3. Select Start or Edit from the SET UP TASKS and complete them.

• Basic time tracking in QuickBooks Online can be done using Single time activity or Weekly timesheets.
• For more time tracking features, you can try a QuickBooks Time account.
  1. Select a suitable plan.
  2. Follow the steps to subscribe to QuickBooks Time.

Basic time tracking in QuickBooks Online can be done using Single time activity or Weekly timesheets. To adjust your time tracking preferences (if required):

Then, adjust your time tracking preferences:

Then, adjust your time tracking preferences (if required):

1. Go to Settings ⚙, then Account and settings.
2. Select the Time tab.
3. Select Edit ✎to each section to set your time tracking preferences:
   • Time Tracking: Add the First day of work week. This affects how employees and contractors view weekly timesheets.
   • Timesheet fields: Review these settings and clear or update anything you don't need.
     • Customer - Let's you track profitability by customer. If this field doesn't apply to your employee's you can leave it blank on their timesheet.
     • Billable and Rate per hour - Let's you choose whether a timesheet is billable so you can invoice for time. Add the billable rate amount.
     • Class - Let's you track your business in a custom way, like departments, product lines, or locations.
     • Services: Use service items to see which of your services are most profitable.
     • Notes: A free-form text field where your team can enter notes about their time.
   • Manage kiosk: Check out Set up QuickBooks Time kiosk to learn more.

1. Go to Settings ⚙ and select Account and settings.
2. Select the Time tab.
3. In the Time tracking section, select the edit icon .
   • From the First day of work week ▼ dropdown, select a day. This affects how employees view weekly timesheets. Select Save.
4. In the Timesheet fields section, select the edit icon .
   • To customize your timesheets, select or clear the fields you want to show on the timesheets. Select Save.
5. In the Manage kiosk section, select the edit icon .
   • Follow the steps to add or remove computers or tablets your team uses to clock in and out. Select Done.
   • Check out Set up QuickBooks Time kiosk to learn more.
6. Select Done.

1. Go to Settings ⚙ and select Account and settings.
2. Select the Time tab.
3. In the General section, select the edit icon .
   • From the First day of work week ▼ dropdown, select a day. This affects how employees view weekly timesheets.
4. In the Timesheet section, select the edit icon .
   • Show service field: When this is turned on, employees who fill out timesheets can specify the services performed.
   • Allow time to be billable: When this is turned on, employees who fill out timesheets can specify if activities should be billed to a customer.
   • Show billing rate to users entering time (optional): If you bill customers a different hourly rate than you pay your employees, you may want to leave this blank.
5. Once you're done, select Save, then select Done.

Track and manage time

Now that time tracking is turned on, you can add and manage your workers' time from the Time tab.

Add a time tracking user

If you want a team member to track their own time, you can invite them as a time tracking user to your account.

If you want a team member to track their own time, you can invite them as a time tracking user to your account.

Here's how to add a time tracking user:

1. Go to Settings ,then Manage users.
2. Select Add user.
3. Add the user’s personal info, then select Track time only from the Roles section.
4. Select Send invite.

1. Go to Settings ⚙ and select Manage users.
2. Select Add user.
3. Add the user’s personal info, then select Track time only from the ▼ dropdown under Assign roles.
4. From View all permissions, select Sync team member.
5. Select a team member, then select Sync.
6. Select Send invite.

Note: You can't change the user type of a Time Tracking Only user. If a Time tracker needs a different company access, delete the user and add them back again with the new user type.

Note: You can't change the user type of a Track time only user. If a Time tracker needs a different company access, delete the user and add them back again with the new user type.

Once added, the user can now enter hours in a timesheet.

Access time tracking reports

You can run reports for Time by worker, Time by customer, or Unbilled time.  

Follow this link to complete the steps in product

1. Select Run Report. 
2. Choose which report you want to run. 

Follow this link to complete the steps in product.

1. In the Type report name here ▼ dropdown, search for and select any of the following reports: Recent/Edited Time Activities, Time Activities by Customer Detail, Time Activities by Employee Detail, or Unbilled time.
2. Select the available report parameters, if needed.

You can find other timesheet reports on your Reports page, such as Recent/Edited Time Activities.

Time details

Based on the rates you specify and whether or not the time is billable, time detail will automatically appear on customer invoices. You can include:

• Employee or contractor's name
• Hourly rate charged
• Number of hours billed — This appears as a decimal number on your invoice and as time on the printed or emailed version. For example, an hour and fifteen minutes will show as 1.25 when entered on an invoice and 1:15 when it is sent to your customer.

• Employee’s name.
• Hourly rate charged.
• Number of hours billed: This appears as a decimal number on your invoice and as time on the printed or emailed version. For example, an hour and fifteen minutes will show as 1.25 when entered on an invoice and 1:15 when it is sent to your customer.

You can also customize the invoice to show the following:

• Text from the Description field on the timesheet
• The name of the standard service you are using
• Custom text that you specify for time tracking charges

• The description or notes entered in the timesheet.
• The name of the standard service you are using.
• Custom text that you specify for time tracking charges.

Learn how to Customize Invoices and other Transaction Forms in QuickBooks Online.