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Enter Time in QuickBooks Time – Instructions

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Enter Time in QuickBooks Time - Instructions: A picture of a user entering the time and work details for an employee using QuickBooks Time.

Enter Time in QuickBooks Time: Overview

            You can enter time in QuickBooks Time for your QuickBooks Online company if you have a subscription to it or if you subscribe to QuickBooks Online Payroll. Alternatively, if you do not have a subscription to it or do not use QuickBooks Payroll, then you can use basic time tracking to enter time in QuickBooks Online, instead. QuickBooks Time has many robust time tracking features that let users enter their own time and many other features. QuickBooks Time and QuickBooks Online should automatically sync information, so the employees you enter in QuickBooks Online should automatically appear within QuickBooks Time.

How to Open QuickBooks Time from QuickBooks Online

            To open QuickBooks Time if you have a subscription through QuickBooks Online, click the “Time” link in the Navigation Bar. Then click the “Launch QuickBooks Time” button in the “Time” page that appears to the right to open a new browser window that shows the QuickBooks Time application.

How to Manually Sync Data Between QuickBooks Time and QuickBooks Online

            To manually force a sync in QuickBooks Time, click the “QuickBooks” or “QuickBooks Payroll” button in the toolbar at the top of the QuickBooks Time window to show a drop-down menu of commands. Then click the “Import” command in the drop-down menu to manually sync. When finished, to view the sync log, click the “QuickBooks” or “QuickBooks Payroll” button in the toolbar at the top of the QuickBooks Time window to show a drop-down menu of commands. Then click the “View Sync Log” command in the drop-down menu to show the sync logs. You can click the “X” button in the upper-right corner of the sync report window to close it, when finished.

            To ensure that time tracking is enabled for the imported team member, click the “My Team” link in the Navigation Bar at the left side of the QuickBooks Time window to open the “My Team” window. If needed, click the “Enabled” toggle switch for the user whose time you want to track to enable them to enter timesheets. Then click the “X” button in the upper-right corner of the “My Team” window to close it.

How to Manually Enter Time in QuickBooks Time

            To manually enter time in QuickBooks Time for an employee, click the “Time Entries” link in the Navigation Bar at the left side of the QuickBooks Time window. Then click the “+ Add Time” button at the top of the “Timesheets” tab to open the “Timesheet Editor” window. To select the employee for whom to record time, delete your name from the “Team Member” field and then start typing the employee’s name. Then select it from the drop-down menu that appears after you start typing to select them.

            To select whether to record in/out times or a duration, select either the “Time In/Out” or “Duration” option button for the “Type” setting. If you select “Time In/Out,” then use the three fields to the right of the “Time In” and Time Out” settings to select a date, enter a time value, and select either “am” or “pm” for the time value. The total hours then appear to the right. Alternatively, if you select “Duration,” then select the date from the “Date” calendar selector and enter the desired duration into the “Total Hours” field.

Enter Time in QuickBooks Time - Instructions: A picture of a user entering the time and work details for an employee using QuickBooks Time.

Enter Time in QuickBooks Time – Instructions: A picture of a user entering the time and work details for an employee using QuickBooks Time.

            To assign the time to a customer or project, click the “Customer” field and then select the desired customer or project from the “Select Customer” window that then opens. The selected entry then appears in the “Customer” field and the “Select Customer” window closes. To select a service item, select a choice from the “Service” drop-down. To indicate whether this time is billable, select either “Yes” or “No” from the “Billable” drop-down. If enabled, select the class from the “Class” drop-down. To enter any notes, type them into the “Notes” field.

            To keep the time editor open after saving the entry to continue entering time entries without closing and reopening the window, check the “Keep editor open after save” checkbox. To close it, instead, uncheck the checkbox. To then save the time entry, then click the “Save” button. Alternatively, to cancel the time entry, click the “Cancel” button. To create additional time entries, simply repeat the process.

Enter Time in QuickBooks Time: Instructions

Instructions on How to Open QuickBooks Time from QuickBooks Online

  1. To open QuickBooks Time if you have a subscription through QuickBooks Online, click the “Time” link in the Navigation Bar.
  2. Then click the “Launch QuickBooks Time” button in the “Time” page that appears to the right to open a new browser window that shows the QuickBooks Time application.

Instructions on How to Manually Sync Data Between QuickBooks Time and QuickBooks Online

  1. To manually force a sync in QuickBooks Time, click the “QuickBooks” or “QuickBooks Payroll” button in the toolbar at the top of the QuickBooks Time window to show a drop-down menu of commands.
  2. Then click the “Import” command in the drop-down menu to manually sync.
  3. To view the sync log, when finished, click the “QuickBooks” or “QuickBooks Payroll” button in the toolbar at the top of the QuickBooks Time window to show a drop-down menu of commands.
  4. Then click the “View Sync Log” command in the drop-down menu to show the sync logs.
  5. To close it, when finished, click the “X” button in the upper-right corner of the sync report window.
  6. To ensure that time tracking is enabled for the imported team member, click the “My Team” link in the Navigation Bar at the left side of the QuickBooks Time window to open the “My Team” window.
  7. If needed, click the “Enabled” toggle switch for the user whose time you want to track to enable them to enter timesheets.
  8. To close it, then click the “X” button in the upper-right corner of the “My Team” window.

Instructions on How to Manually Enter Time in QuickBooks Time

  1. To manually enter time in QuickBooks Time for an employee, click the “Time Entries” link in the Navigation Bar at the left side of the QuickBooks Time window.
  2. Then click the “+ Add Time” button at the top of the “Timesheets” tab to open the “Timesheet Editor” window.
  3. To select the employee for whom to record time, delete your name from the “Team Member” field and then start typing the employee’s name.
  4. Then select it from the drop-down menu that appears after you start typing to select them.
  5. To select whether to record in/out times or a duration, select either the “Time In/Out” or “Duration” option button for the “Type” setting.
  6. If you select “Time In/Out,” then use the three fields to the right of the “Time In” and Time Out” settings to select a date, enter a time value, and select either “am” or “pm” for the time value.
  7. The total hours then appear to the right.
  8. Alternatively, if you select “Duration,” then select the date from the “Date” calendar selector and enter the desired duration into the “Total Hours” field.
  9. To assign the time to a customer or project, click the “Customer” field and then select the desired customer or project from the “Select Customer” window that then opens.
  10. The selected entry then appears in the “Customer” field and the “Select Customer” window closes.
  11. To select a service item, select a choice from the “Service” drop-down.
  12. To indicate whether this time is billable, select either “Yes” or “No” from the “Billable” drop-down.
  13. If enabled, select the class from the “Class” drop-down.
  14. To enter any notes, type them into the “Notes” field.
  15. To keep the time editor open after saving the entry to continue entering time entries without closing and reopening the window, check the “Keep editor open after save” checkbox.
  16. To close it, instead, uncheck the checkbox.
  17. To then save the time entry, then click the “Save” button.
  18. Alternatively, to cancel the time entry, click the “Cancel” button.
  19. To create additional time entries, simply repeat the process.

Enter Time in QuickBooks Time: Video Lesson

            The following video lesson, titled “Manually Recording Time in QuickBooks Time,” shows how to manually enter time in QuickBooks Time if you have a subscription through QuickBooks Online. This video on how to enter time in QuickBooks Time is from our complete QuickBooks Online tutorial, titled “Mastering QuickBooks Online Made Easy.”

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