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Level 1

Non employee approvers of timesheets

Is there a way to set up approvers of timesheets in Time who are not employees?  We work with a third party non-employee who needs to verify and approve the timesheet of someone on our payroll. How do we set this up?

3 Comments 3
Content Leader

Non employee approvers of timesheets

Hi there, nicolekaplan21.


Thanks for bringing your question forward here in the Community. I'd be glad to provide some info about setting up a timesheet approver in your QuickBooks Time account.


Good news! There's a feature referred to as external approvals. This will allow you to set up an outside approvals process for time tracked against a specific job code. Outside managers (not a QBTime user) are sent an email, prompting them to approve only the time tracked against the job they manage.

There are a couple of settings to take note of when using external approvals:

  • Cannot have Employee submission enabled when Job Code Manager Approvals is enabled (one or the other)
  • Compatible with any integration - the “Job Code Mgr Approved” lock does not affect exports (and time still needs to be fully approved by Admin for exports) 

A member of the QuickBooks Time Support Team will be able to get this option enabled for you. The following linked article provides the necessary steps to get in touch with an agent: Contact QuickBooks Time Support


That will do it! With this info you'll be able to have an individual who isn't an employee set up to approve time. I'm only a comment or post away if you have any other questions.

Level 1

Non employee approvers of timesheets

Thank you for your response. I called the Time Support Team today and am still not clear on the steps forward.  I am not sure how to add in the non-employee approver.  In Time, My Team needs to be managed in Quickbooks.  So, how do I add a non-employee team member in Quickbooks?  Do I add them as an employee in Quickbooks and just leave the hire date, rate, etc empty?  Thank you for your assistance.

Candice C
QuickBooks Team

Non employee approvers of timesheets

Hey there, @nicolekaplan21. 


Thanks for reaching back out us. I appreciate you coming here with more questions. 


Your non-employee needs to be added to QuickBooks Online as a 1099 contractor specifically (Not just a regular vendor). Afterward, all you need to do is put a check in the "Import 1099 vendors as Team Members" in order for them to import properly. Here's how: 


  1. Login to QB Time. 
  2. Go to the QuickBooks Tab in upper right-hand corner. 
  3. Click QuickBooks Payroll. 
  4. Hit Preferences
  5. Under the "Other Options" area, put a check in the Import 1099 Vendors as Team Members



It's that easy! 


Feel free to comment back to me if you run into any trouble with these steps. Have a good one! 

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