How To Track Time In QuickBooks Pro

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How To Track Time In QuickBooks Pro

There are a lot of great time tracking applications in the world, but one of the best things about QuickBooks Pro is that you can do all of your time tracking directly within the software. No more confusing Excel sheets, lost paystubs, or expensive third-party integrations!

We’ll teach you how to track time and create timesheets using your QuickBooks Pro software in a few easy-to-follow steps.

Before you keep reading, make sure all of your employees, customers, and projects are properly added into QuickBooks. Take a look at these posts to learn how…

…or jump straight into time tracking with these step by step instructions.

Table of Contents

Enter Time

To enter time into QuickBooks Pro, begin by going to Customers>Enter Time>Time/Enter Single Activity.

Step 1: Choose Date

Choose the date for the hours you wish to track using the drop-down calendar.

How To Track Time In QuickBooks Pro

Step 2: Select Employee

Select the proper employee for the hours worked.

How To Track Time In QuickBooks Pro

When you click on an employee, you’ll receive this popup message.

How To Track Time In QuickBooks Pro

Click “Yes” if you want the hours you enter to automatically be added to your employee’s payroll timesheet.

Step 3: Select Customer Or Job

Use the drop-down menu to select the customer or job attached to these hours.

How To Track Time In QuickBooks Pro

Step 4: Choose Service Item

Use the drop-down menu to select the service item performed for your customer or job during these hours. If you haven’t added any services yet, read our How To Add Items In QuickBooks Pro post where we cover how to add service items.

How To Track Time In QuickBooks Pro

Step 5: Choose Payroll Item

Select a payroll item. If you haven’t created payroll items yet, refer to our How To Add An Employee In QuickBooks Pro post where we cover payroll items in detail.

The payroll selections available will depend on how your company is set up, but here are the payroll items we had to choose from as an example:

  • Contractor rate
  • Holiday overtime
  • Hourly overtime
  • Hourly rate
  • Starting hourly rate

How To Track Time In QuickBooks Pro

Step 6: Enter Time

To enter time, you can manually type in the amount of time worked, or you can use the built-in timer to track your hours while you’re working.

Step 7: Add Notes (Optional)

You and your employees can add optional notes about the hours worked.

How To Track Time In QuickBooks Pro

Step 8: Mark As Billable

Mark whether the hours are billable or unbillable using the box in the top right-hand corner.

How To Track Time In QuickBooks Pro

Step 9: Save Time Entry

To record your time, click “Save & Close.” Click “Save & New” if you’re planning on making another time entry.

How To Track Time In QuickBooks Pro

Create A Timesheet

Step 1: Select Employee

Select the proper employee for the hours worked.

How To Track Time In QuickBooks Pro

Step 2: Choose Work Week

Choose the proper work week dates using the calendar icon.

How To Track Time In QuickBooks Pro

Step 3: Select Customer Or Job

Use the drop-down menu to select the customer or job attached to these hours. If multiple projects are being worked on in a single timesheet, use one line per each customer or project.

How To Track Time In QuickBooks Pro

Step 4: Choose Service Item

Use the drop-down menu to select the service item performed for your customer or job during these hours. If you haven’t added any services yet, read our How To Add Items In QuickBooks Pro post where we cover how to add service items.

How To Track Time In QuickBooks Pro

Step 5: Choose Payroll Item

Use the drop-down menu to select the service item performed for your customer or job during these hours. If you haven’t added any services yet, read our How To Add Items In QuickBooks Pro post where we cover how to add service items.

How To Track Time In QuickBooks Pro

Step 6: Enter Daily Hours

Enter the hours worked each day of the week. (Use the format 0:00 for entering exact hours and minutes; use the format 0.00 if you want QuickBooks to automatically change a decimal into hours and minutes.)

How To Track Time In QuickBooks Pro

Step 7: Verify Total Hours

QuickBooks automatically totals the hours worked, but be sure to double check that the amount looks correct.

How To Track Time In QuickBooks Pro

Step 8: Mark As Billable

Mark whether the hours are billable or unbillable using the box in the top right-hand corner.

How To Track Time In QuickBooks Pro

Step 9: Save Timesheet

To save your timesheet, click “Save & Close.” Click “Save & New” if you’re planning on adding another timesheet.

How To Track Time In QuickBooks Pro

You can now print timesheets or run multiple time-related reports like Time by Job Summary, Time by job Detail, or Time by Item.

If you have any troubleshooting issues, check out the QuickBooks Community or call QuickBooks directly. If you have any further questions, leave a comment below and we’ll do our best to help you.

Chelsea Krause

Chelsea Krause is a writer, avid reader, and researcher. In addition to loving writing, she became interested in accounting software because of her constant desire to learn something new and understand how things work. When she’s not working or daydreaming about her newest story, she can be found drinking obscene amounts of coffee, reading anything written by C.S. Lewis or Ray Bradbury, kayaking and hiking, or watching The X-Files with her husband.

Chelsea Krause

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