This tutorial is for Workers and Users. But admins, of course, can make time entries on behalf of any Worker or User.
There are two easy ways to make a time entry.
1. Use the Time Entry Form
Click on the “Dashboard” tab. And then click on the create “Time Entry” sub tab.
You should now see the Time Entry window pop-up (see below).
The Time Entry window automatically puts the current date in the form. You can edit the date, if you like.
To enter time:
Select your “Customer” in the drop-down.
Select your “Activity” (this is the “Service Item” imported from QuickBooks).
Enter a description.
After entering the information above, you are ready to enter some time.
Here are your options for entering time:
- Use the built-in timer.
- Calculate the “From and To” times and then click on the calculator icon.
- Or enter time in the manual “Total” field.
Now click “Save” and your time entry will show up in your Weekly Timesheet view.
Remember to select whether the item is “billable” or not. If you want to be able to invoice the client in QuickBooks for the entered time, you’ll have to mark it as billable.
Check the “Override Total Time” box if you would like edit the auto-calculated time.
2. Enter Time with the Weekly Timesheet
You can also make an entry in the Weekly Timesheet. Click on the “Create New” tab. And then click on the “Weekly Time Entry” sub tab.
Now, select the Customer and Activity (these come from the QuickBooks “Service Items” you imported).
Enter your hours. Then click “Save” when you have made all your entries.
Don’t forget to select whether the item is billable. If you don’t mark items as billable, those entries won’t be available to bill to clients in QuickBooks (however, the time could still be used to pay the employee who did the work).
The time that you are saving on this form goes in with “Pending” status. This is because these are entries the employee is still working with. If you are a Worker, you can still edit your hours. The Admin will not see these hours until you submit them.
If you need to add extra time entry rows to the screen, click the blue arrow in the lower left corner of the screen. You can also select different date ranges to view time entries made at other times.
Note: The Admin can make time entries on behalf of any Worker. The admin logs in, goes to the Dashboard tab, Weekly Time Entry sub tab, and selects which Worker they will enter time for via the Worker drop down menu (upper left corner). Time entries can be made directly onto the time-sheet. Click “Save” when you are done.