Integration between QuickBooks Online Essentials and Clockify - For CONTRACTORS timesheet

Thanks for getting in touch with the Community, thanhphuongy.
 

You can add your contractors as time tracking only users. This allows them to enter their timesheets. All you need to do is enable the feature in your account settings, then assign the appropriate access rights to your users.
 

Here's how:

1. Use the Gear (⚙️) icon, then go to Account and settings.
2. Access your Advanced tab, then click the Pencil (✏️) icon to the right of Time Tracking.
3. Tick Add Service field to timesheets and/or Add Customer field to timesheets. When either of these options are turned on, your contractors who fill out timesheets can specify if activities should be billed to a customer. If necessary, you can also activate the Show billing rate to users entering time option.
4. To choose your first day of the workweek, use your drop-down menu and pick which day to begin each week.
5. Hit Save, then Done.

Now you'll be prepared to create the time tracking only users:

1. Use the Gear (⚙️) icon, then go to Manage users.
2. Click Add user and choose Time tracking only.
3. Select a vendor, enter their contact details, then hit Save.

Once you've set up all of the appropriate user profiles, they'll be able to add time from their Time Entries screen.
 

I've also included a couple detailed resources about time tracking which may come in handy moving forward:

• Turn on & set up time tracking
• How to use basic time tracking

I'll be here to help if there's any additional questions. Enjoy the rest of your day!

Thank you for your help and response. Your response doesn't mention anything about Clockify however - if the client wants to keep using Clockify (due to being hesistant for change), is there any other way to go around this "integration problem"?

My other question is that to add contractors as "time tracking only" users, is it all free (included into the QBO Essentials subscription), or if we would have to pay any extra fees? - Thank you.

Let me assist you from here, Thanhphuongy.

QuickBooks Online integrates with hundreds of apps. You'll want to reach out to Clockify support since it's a third-party app. They'll help you with any integration issues.

Concerning time tracking, it's free if you'll use the basic time tracking in QuickBooks Online. However, if you opt for QuickBooks Time with more tracking features, it's a subscription-based app. Either way, both of them let your contractor access timesheets from QuickBooks Online. If you want to use the basic time tracking, you'll be adding the contractor as a user. If you wish to subscribe to the latter, feel free to check this reference to help you manage the time activities: Track and manage QuickBooks Time in QuickBooks Online and QuickBooks Online Payroll.

Feel free to get back to this thread if you have additional questions. We'll reply as soon as we can. Take care!

@thanhphuongy 

You should open a separate Clockify account for your contractors as a workaround. Another option, explore this app for your contractors and your own team will be assign as their supervisors.

https://busybusy.grsm.io/quickbooks

Thanks for your response. What do you mean by "open a separate Clockify account for your contractors as a workaround"? Doesn't seem to me it's worth it - why would We want to pay additional fees with Clockify as currently our Clockify subscription has fees (it's not free). 

Thanks Kristine. Could you please provide me with more information on the difference between 1) the Free basic time tracking option in QBO and 2) subscription-based QB Times with more tracking features? 

Basically I want to know what the extra money for subscription-based product is for.

Let me join in this conversation and answer your queries, @thanhphuongy.

QuickBooks Online Essentials uses the Time tab to track and manage timesheets. Using this feature, you can view, add, and edit time entries inside QuickBooks. You have to manually track each working time your employees have done and enter them into the program.

On the other hand, QuickBooks Time is a separate app that lets your employees log the amount of time they spend on a task. All they need is a computer with an internet connection to track their time. This will automatically appear in QBO and help you cut the time it takes to run payroll.

Moreover, your team can easily clock in and out from their mobile devices. That way, they could track time according to customer, service item, or class.

To get more details, you can check out these articles:

• Track and manage timesheets in QuickBooks Online
• Turn on and set up time tracking in QuickBooks Online
• Integrate QuickBooks Time and QuickBooks Online

If you have further questions or concerns, feel free to reach back out anytime. Just click Reply and I'll get back to you.

Thank you for your response. So with "QuickBooks Online Essentials uses the Time tab to track and manage timesheets", can each individual contractor enter their own time (log in their own time with start time/date, end time/date, project description, client"? I don't want the accountant to be the only person having to manually add in those time entries. 

Hello, @thanhphuongy.

Yes, you can record a customer's or workers individual start time and date.

You can track and manage timesheets using the Time tab in QuickBooks Online Plus, QuickBooks Online Advanced, and QuickBooks Online Essentials.

Follow step below:

1. To open Time Entries, select Time.

2. From the dropdown menu, select Customer, Worker, or Contractor.

3. If necessary, change the displayed date range.

4. To view the timesheet details for a specific client, worker, or contractor, click on their name.

5. Select the gear icon under Total Hours to customize which columns appear on the timesheets.

Here’s to add time

1 To open Time Entries, first select Time.
2. Click Add Time, and then select a worker.
3. If necessary, adjust the date range and choose a day.
4. Enter the number of hours worked or turn on Start/end times to set a start and end time for the day.
5. Click Add work details to add a customer or project, charge the timesheet, and any other relevant parameters.
6. To add more timesheets for that worker, select Add.
7. Choose Save or Save and Close from the drop-down menu. 

To access time tracking reports in QuickBooks Online Essentials, Plus, and Advanced:

1. Navigate to Reports.

2. Enter the report name field like, time activities by customer detail, edited time activities and unbilled time.

Furthermore, you can also utilize this article to guide you about time tracking.

Don’t hesitate to drop comments below for more queries. We are here to help you. Have a great day!