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Not applicable

Setting up web form billing request

Hi all,


Can I create a web form for employees to fill out (like work performed etc) and auto enter bills in quickbooks?


I would like to have a web form billing request , where someone could fill it out and it could show up in quickooks (online I guess), and then I could pay that bill from quickooks.


As an example - let's say I had 5 employees - and I wanted them to fill out this form after they completed some work - so the form could have name - or employee number - date - description and hours etc. on the form - this could be submitted and show up in quickbooks etc...


maybe something like: QuickBooks Online Payroll Full Service


not quite sure where to begin...



QuickBooks Team

Re: Setting up web form billing request

Good day, @funtime1,


Thanks for providing complete details and the example of your concern for today.


QuickBooks makes it easy for you to track employees number of hours worked. With that being said, you can use the Single Time Activity or Weekly Timesheet feature so they can fill out their own time. Their hours will flow on the payday for the specific period.


To start, you'll first need to turn this on. Let me show you how:

  1. Click the Gear ⚙️ icon at the right top.
  2. Under Your Company, select Payroll Settings.
  3. Under the Setup Overview column, select Time Sheets.
  4. Select Copy hours from employee time sheets, then click OK.
  5. Choose the name of the employee.
  6. Select Copy hours from employee time sheets, then click OK.
  7. Click OK again to exit Preferences.

Next, you need to invite your employees to access timesheets.

  1. Click the Gear ⚙️ icon at the right top.
  2. Under Your Company, select Manage Users.
  3. Click Add user.
  4. Select Time tracking only, then Next.
  5. Select the name of the employee or vendor from the drop-down list. then Next.
  6. Enter the first name, last name and Email address, then click Save.

Once done, your employee will then receive an email containing a link to complete the Time Tracking set up process. If this user has already a QBO login credentials, he can use them. Otherwise, he needs to create an account to access the timesheets.


I've added these articles for additional guidance with the solution above:

Should you need assistance, please let me know by leaving a comment below. I'd be glad to help.

Not applicable

Re: Setting up web form billing request

Thanks MaryLandT,


This looks good - thanks. Can this also work for - independent contractors - so they (or anybody else) can fill out a form and have it entered into quickbooks too?

QuickBooks Team

Re: Setting up web form billing request

I am delighted to hear again from you, @funtime1.


Yes, your contractors can also enter their own time in QuickBooks. Just make sure to provide them with time tracking access. You can follow the steps provided by my colleague, @MaryLandT.


Just a heads-up though, there's is no direct way to pay your contractors or vendors for timesheet entries. You need to run a report, and manually multiply the number of hours by their hourly rate.


To run the report:

  1. Go to the Reports menu.
  2. Scroll down to the Employees section.
  3. Select Time Activities by Employee Detail report.
  4. Click the Customize button.
  5. Choose the report date range under Time Activity Date.
  6. In the Filter section, from the Employee drop-down list, check the vendor or contractor's name. 
  7. Click  Run Report.

To learn more about tracking and organizing billable expenses, you can check these articles:

You can always click the Reply button if you have other questions. I'm just a few clicks away.

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