If you need professional assistance with QuickBooks Time setup or payroll integration, contact our QuickBooks experts at 1-866-513-4656.
What Is QuickBooks Time?
QuickBooks Time is Intuit's employee time tracking and scheduling software designed to help businesses:
Track employee hours
Manage work schedules
Record digital timesheets
Monitor job costs
Track GPS locations
Integrate with QuickBooks Payroll
The software is suitable for office employees, remote workers, and field service teams.
Before You Begin the QuickBooks Time Setup
Before configuring your account, make sure you have:
An active QuickBooks Time subscription
Administrator access
Employee information
Internet connection
QuickBooks Payroll or QuickBooks Online account (if integrating)
Company work schedules
Job or customer list
Preparing this information in advance will make the setup process faster.
How to Set Up QuickBooks Time
Step 1: Create Your QuickBooks Time Account
Sign up for QuickBooks Time.
Verify your email address.
Sign in to your account.
Complete your company profile.
Step 2: Enter Company Information
Configure your business details.
Add:
Company name
Business address
Time zone
Payroll settings
Work week preferences
Correct company settings help ensure accurate reporting and payroll calculations.
Step 3: Add Employees
Now invite employees to your account.
Steps:
Open My Team.
Click Add Team Member.
Enter employee information.
Assign permissions.
Send invitations.
Employees can create their accounts using the invitation email.
Step 4: Configure Employee Permissions
Assign user roles based on responsibilities.
Common permission levels include:
Administrator
Manager
Team member
Payroll administrator
Limiting permissions improves account security.
Step 5: Create Customers and Jobs
To track labor costs accurately:
Open Customers.
Click Add Customer.
Create jobs or projects.
Assign employees if needed.
Employees can now clock time against specific jobs.
Step 6: Set Up Employee Scheduling
QuickBooks Time includes a built-in scheduling feature.
Managers can:
Create shifts
Assign employees
Publish schedules
Send notifications
Update shifts instantly
Step 7: Enable GPS Tracking
For businesses with field employees:
Open Feature Add-ons.
Enable GPS Tracking.
Save settings.
Employees will share location data only while they are clocked in, subject to company settings and applicable privacy requirements.
Step 8: Install the QuickBooks Time Mobile App
Employees should install the QuickBooks Time app on their mobile devices.
After installation:
Sign in
Allow required permissions
Clock in
Select customer or project
Start tracking time
Step 9: Connect QuickBooks Payroll
Integrating payroll reduces manual data entry.
Steps:
Open Integrations.
Select QuickBooks Payroll.
Sign in with your QuickBooks account.
Authorize the connection.
Sync employee data.
Approved timesheets can then transfer directly into payroll.
Step 10: Test Your Setup
Before using QuickBooks Time daily:
Clock in as a test employee.
Clock out.
Submit a timesheet.
Approve the timesheet.
Verify payroll synchronization.
Run a sample report.
Testing helps confirm everything is configured correctly.
Key Features Available After Setup
Once your QuickBooks Time setup is complete, you'll have access to:
Employee time tracking
Mobile time clock
GPS tracking
Employee scheduling
Digital timesheets
Payroll integration
Job costing
PTO management
Labor reporting
Project tracking
Benefits of a Proper QuickBooks Time Setup
Accurate Payroll
Approved employee hours sync with payroll, reducing manual calculations.
Better Workforce Management
Monitor employee attendance and schedules in real time.
Improved Productivity
Employees can clock in from virtually anywhere.
Easier Project Tracking
Assign work hours to specific customers and jobs.
Reduced Administrative Work
Digital timesheets eliminate paper records and manual data entry.
Common QuickBooks Time Setup Problems
During setup, some users may experience:
Employee invitation failures
Login problems
GPS permissions disabled
Payroll sync issues
Incorrect user permissions
Missing customer lists
Time zone configuration errors
Most of these issues can be resolved by reviewing account settings, updating user permissions, or reconnecting payroll.
Tips for a Successful QuickBooks Time Setup
✔ Add all employees before enabling payroll integration.
✔ Configure customer jobs before employees begin tracking time.
✔ Test payroll synchronization before processing live payroll.
✔ Keep the mobile app updated.
✔ Review employee permissions regularly.
✔ Approve timesheets before running payroll.
✔ Regularly review reports to ensure accurate labor tracking.
Frequently Asked Questions (FAQs)
How long does QuickBooks Time setup take?
Most businesses can complete the initial setup within 30–60 minutes, depending on the number of employees and projects.
Can I connect QuickBooks Time to QuickBooks Payroll?
Yes. QuickBooks Time integrates with QuickBooks Payroll, allowing approved timesheets to sync automatically.
Do employees need the QuickBooks Time app?
Employees can use the mobile app for convenient clock-ins and time tracking, though they can also access QuickBooks Time through supported web browsers.
Can I track multiple jobs?
Yes. Employees can clock time against multiple customers, projects, and jobs.
Is QuickBooks Time suitable for remote employees?
Yes. It allows remote and field employees to record work hours, submit timesheets, and receive schedule updates from virtually anywhere.
Looking for the QuickBooks Payroll Phone Number? If you're experiencing payroll update errors, PS033, PS107, Direct Deposit failures, tax table update issues, paycheck errors, payroll subscription problems, employee setup issues, or payroll not calculating correctly, our QuickBooks Payroll experts are here to help. Call the QuickBooks Payroll Phone Number: 1-866-513-4656 for fast, reliable, and professional assistance.
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Final Thoughts
A successful QuickBooks Time setup helps businesses streamline employee time tracking, improve payroll accuracy, and simplify workforce management. By properly configuring employees, schedules, projects, GPS tracking, and payroll integration, you can reduce administrative work while gaining better visibility into labor costs and productivity.
If you need help completing your QuickBooks Time setup, integrating QuickBooks Payroll, or troubleshooting configuration issues, contact our QuickBooks specialists at 1-866-513-4656 for fast and reliable assistance.
