ADP Timesheet Integration

DCAA Compliant Timesheet Integration with QuickBooks and ADP

Three Solutions Working Together – If you use ADP Run, ADP Total Source or ADP Workforce Now as your payroll provider and do your invoicing in QuickBooks, you’re in luck. The Hour Timesheet integration with QuickBooks and ADP is simple and fully DCAA Compliant. This time tracking software gives you everything you need to track time & attendance, create invoices, and do payroll in minutes without having to key in data.

Hour Timesheet includes a feature-rich time and attendance solution and mobile functionality that is geared for small businesses. Our SaaS solutions give your organization affordable, easy-to-use web-based solutions. Plus, our timekeeping software is fully DCAA compliant. Our professional services are designed to help your time tracking and accounting stay organized and prepared in the event of a DCAA audit.

Main Features & Benefits of Hour Timesheet Payroll Integration

Mobile App (iOS and Android) –Hour Timesheet offers mobile time tracking in the Hour Timesheet Mobile App. As a result, Hour Timesheet integration with QuickBooks and ADP is easier than ever.

Managing Employee Leave – Manage leave balances, track leave or time off requests, and more directly in Hour Timesheet’s software. All data is stored and tracked, and easily transferable between platforms.

Manage Overtime Hours- Aside from tracking regular hours and job performance, the time tracking software complies with all DOL overtime regulations.

Job Costing – Track and manage job costs, labor costs, and other information directly on the platform. You can view employee profiles, job codes, and other payroll processes.

Quick Access to Time Cards – Hour Timesheet is a SaaS solution, so employee timesheets are stored safely. To-the-second, real-time data is ready and available on the cloud whenever you need it. Hour Timesheet makes extra efforts to ensure all employee time entries are accurate, on time, and employee attendance can improve.

Daily Time Entry Reminders – Hour Timesheet uses daily reminders and notifications to ensure all employees are tracking time as they’re doing it, rather than after the fact.

Location Tracking – Available on the Hour Timesheet mobile app, managers can keep track of employee location when working at home or off-site.

Quick Payroll Processing – With Hour Timesheet and ADP Platform integration, you eliminate the double-entry of data and ensure that your staff is paid accurately and on time.

Time To Eliminate Data Entry For Good – The QuickBooks “one-click” sync imports employee data and customer/job data into Hour Timesheet for quick employee profile setup. No more manual data entry for every new job or contract.


Decades of Experience At Your Fingertips

The 25 years of experience you get by choosing Hour Timesheet means that you’ll have experienced, knowledgeable customer service at your fingertips. We’re always ready and eager to help you troubleshoot your way through any problem or figure out new ways we can help your business succeed! Even if you’re not a government contractor looking to achieve DCAA compliance and prepare for DCAA audits, Hour Timesheet can help your business save time. If you’re unsure, request a demo today to see what Hour Timesheet can do for your business.

Detailed Audit Trail

Daily Timesheet Reminders

Correction Timesheet Workflow

Required Reason for late or edited entries

Supervisor Approvals

    Looking for Hour Timesheet integration with QuickBooks or ADP?

    Contact us today to see how simple your Hour Timesheet integration with QuickBooks and ADP can be.

    support@hourtimesheet.com

    Want Help With Your Account?

    If you’d like help getting the ADP or QuickBooks Time Tracking integration setup, we’ve got you covered. We’ll be right there with you via phone, email, or screen-sharing session to make sure you are successful. Call us anytime at 832.942.9556.

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    QuickBooks Desktop App

    QuickBooks Desktop Timesheet Integration

    If you are a loyal QuickBooks Desktop user, you certainly understand it has some benefits not available on other platforms. Though the push has been for everything to be cloud-based, you know that QuickBooks Desktop serves your needs. The good news is that Hour Timesheet’s time tracking software flawlessly integrates with QuickBooks Desktop. This integration of systems ensures that your time tracking and financial efforts for your small business can be as accurate as possible, adhere to DCAA protocols, and not take all afternoon copy-pasting from spreadsheets!

    Hour Timesheet + QuickBooks Desktop integration tool – how does it work?

    As an Hour Timesheet client, our DCAA compliant software will seamlessly import all your timesheet data to the QuickBooks desktop employee time tracking feature. We will utilize the QuickBooks Web Connector to update your data to and from your QuickBooks file. This data will include some of the following information:

      Customers & jobs

      Payroll items

      Classes

      Services

      What are the advantages of QuickBooks desktop integration?

      1.     Eradicate Charging Errors

      QuickBooks Desktop integration with Hour Timesheet tightens employee time tracking. That’s because it only authorizes the charge codes that you, the manager, have allowed. From customer jobs and classes to types of leaves and service items, if you’ve not approved it, employees will not be able to charge them.

      2.     Eliminate lost timesheets

      The days of lost timesheets are a thing of the past. Using Hour Timesheet Integration with QuickBooks Desktop alongside with the web connector, managers can view all timesheets from vendors to employees at any time of the day. Each timesheet can be signed by a single manager or by several depending on the approval needs.

      3.     Eradicate Manual Entry

      QuickBooks Desktop app eliminates the need for a time-consuming manual entry. It features 2-way data sync. This means information such as employees, vendors, customers/jobs, classes, service, and payroll items only need to be entered once into QuickBooks. With a single click, the data is populated into Hour Timesheet using QuickBooks Web Connector. This means, no more exporting and uploading spreadsheets all the time to just to see data in both Hour Timesheet and Quickbooks.

      4.     Does Away with the Shock of Overtime

      The desktop app allows employees to track time by payroll items. They can handle unplanned overtime with real-time reporting features that include daily summary reports. This allows for both employees and managers up-to-date data to make informed decisions about overtime work.

      QuickBooks Desktop app

      We hope we’ve given you a better understanding of how Hour Timesheet flawlessly integrates with QuickBooks Desktop. Together they offer the best most user-friendly DCAA time tracking compliant software on the market.

      DCAA Compliance Explained

      DCAA Compliance Explained

      The term ‘DCAA compliance’ when referring to your timekeeping procedures is often just thrown around. If you don’t understand what that means or how to verify that you are DCAA compliant, Hour Timesheet can help.

      Simply put, DCAA stands for Defense Contract Audit Agency. This is the federal government agency responsible for conducting DCAA audits of the Department of Defense (DoD) contracts. As imagined, the DoD is very strict about its rules and regulations surrounding DCAA compliance and timekeeping. The DoD will award government contracts to businesses that use web-based timekeeping if they meet all requirements.

      1. The company must document all timekeeping procedures in a policy or procedure handbook.

      The employee handbook must address all critical elements of an adequate timekeeping system. Companies must provide all employees with an up-to-date policy or procedure handbook regarding time entry procedures.

      2. Every employee must record all of his/her time daily.

      Attempting to track time worked in advance or days after the fact is not acceptable. Hour Timesheet comes equipped with reminders and alerts to ensure employee time is entered daily. This means that no matter the size of the company, Hour Timesheet is equipped for every employee to track time. This DCAA timekeeping feature is especially useful for any companies participating in SBIR and STTR programs. They may be smaller businesses, but they must ensure they remain DCAA compliant to qualify for their funding.

      3. All employees must record 100% of the time worked.

      Whether working on a government contract or commercial work, all time worked must be accounted for. With the Hour Timesheet mobile app  the employees and 1099’s can add time from anywhere, whether they’re working from home or the office.

      4. Employees must record all indirect time not identifiable to a given project to proper indirect cost accounts (Overhead, G&A, B&P, R&D, etc.)

      One example of an indirect cost is overhead. This usually includes the indirect costs involved in support operations or direct production. These costs are directly related to a project or projects. However, they cannot be allocated to one specific contract. This is because they overlap across many different projects.

      5. Employees must record all PTO, vacation, sick, holiday, and other leave time to the proper leave accounts.

      Hour Timesheet allows for leave tracking any kind 

      6. The system administrator(s) should initiate all job codes that appear in the timekeeping system.

      Charge codes must be provided to employees authorized to work on a given project.

      7. All timesheet entries must be recorded by the employee.

      An employee must record their time based on work completed. They should track all time entries, irrespective of whether the time is billable or non-billable. This must happen daily.

      8. Employees must charge to the appropriate project

      Whenever the employee completes work or tasks, they must charge it accurately and directly to that project. Hour Timesheet can be setup to restrict which codes an employee can charge their time; therefore, an employee cannot charge to a project they have not been assigned.

      9. Employees may not work on indirect tasks and record time as direct costs

      An indirect task is work that is not explicitly tied to a project. To remain DCAA, compliant employees must never charge the time it takes to complete these tasks to any project. This would violate DCAA compliance and regulations

      10. The employee is required to initiate all correction timesheet entries.

      The employee must record all corrected timesheet data that includes a detailed audit trail. An audit trail is critical to remaining DCAA compliant.

      The employee’s supervisor must approve every correction time entry in a detailed report, in the event of a DCAA audit.

      In the unusual circumstances where the employee cannot make the changes to timesheets, then the HTS administrator may make such changes with the employee’s consent. The DCAA may analyze each entry on an employee’s timesheet. Thanks to your detailed audit trail, the DCAA will see who edited a time card after it was submitted. They will also be able to see when the changes were made, and why. Hour Timesheet creates an un-editable audit log that proper documentation. This activity log will include all of all the additions, deletions, approvals, and modifications made to your employees’ timesheets.

      11. The employee’s supervisor must approve all employee timesheet data.

      Each timesheet requires two signatures, in order to comply with DCAA compliance regulations. Hour Timesheet allows for online signatures at both the employee and manager levels.

      12. All employees should be provided documented timekeeping training.

      The company’s employee handbook or new-hire orientation program typically includes this training. Either way the employee should become familiar with the company’s timekeeping policy before they begin working.

      13. In order to be DCAA compliant, the company must retain timesheet data for at least two years.

      That means the company must be keep their files in a secure and easily accessible location. Should the DCAA require you to produce copies of your timesheets, they should be available. Hour Timesheet keeps the timesheets indefinitely for all employees, current, and past.

      14. The company must conduct audit or floor checks randomly throughout the year to monitor employee timekeeping compliance.

      Unfortunately, DCAA timekeeping compliance is one of the primary reasons government contractors fail an audit. Hour Timesheet can help. We have the employee and contractor time tracking experience to ensure total compliance. Sign up for Hour Timesheet today and work with an experienced implementation rep to review your account for total compliance. All for FREE.

      DCAA Compliance With QB Software

      Features To Look For In DCAA Compliant Time Tracking Software

      Government contractors that are hoping to get awarded projects from the government have to comply with the regulations set in place by the DCAA. The Defense Contract Audit Agency outlines exactly how businesses should be tracking their time and documenting accounting when working on a government project. The DCAA will audit companies, and ensure they are following these guidelines. The DCAA compliant timekeeping procedures can be tricky to navigate, which is why Hour Timesheet has compiled a DCAA compliance checklist. This makes it easy to prepare for an audit, and make sure your company is in line with DCAA regulations.

      DCAA Compliance and Time Tracking

      Let’s say you’re looking for a long-term solution to DCAA compliance. Time tracking is a big part of many businesses, and adding in DCAA compliance makes the process lengthy and tiresome. Luckily, companies like Hour Timesheet exist to make it easy for businesses. You don’t have to worry if your time tracking meets DCAA requirements, because we’ve already done it for you. Even if you’re already using QuickBooks, and you’re just looking for some extra help – Hour Timesheet can integrate directly with QuickBooks.

      What type of firm needs time tracking software? Most employers who hire hourly employees need to know the number of hours each employee has worked so that payroll can be calculated properly. Government contractors have a different set of rules and are required to track time, both hours for exempt and non-exempt employees. They also have certain rules in place involving tracking indirect costs, such as labor costs. Even organizations that only hire salaried employees have a need to track projects or tasks for successful project management. That’s why finding the right time and attendance software is critical to your bottom line.

      What to Look for When Evaluating a DCAA Compliant Timekeeping Software? When researching tools, it’s important to make sure the software that you are evaluating meets certain criteria. Whether you’re an organization with salaried employees, or government contractors hoping to win a government contract, it’s important to partner with companies you can trust. Here are some things to look for when searching for a timekeeping system:

      Reminders to Track Time Daily

      It’s common for employees and contractors to forget to track time, which can cause a lot of issues for DCAA audit trails. Hour Timesheet offers daily reminders to track time and ensure it’s getting done accurately.

      Online Approvals

      Whether it’s approvals for time log edits or approvals for charge codes, it’s important to have a timekeeping system that allows approvals online.

      Mobile Access (iOS and Google Play)

      Managers can access Hour Timesheet from any computer, or through the mobile app, and submit approvals online.

      Detailed Audit Log and Audit Trail

      Whenever the DCAA performs an audit on your company, they’re going to want to see records of everything. The best practice when hoping to win future contracts is to keep detailed records and trails of all time, labor, and cost history. This will make it easier for you and the DCAA when the time comes for an audit.

      Real-Time Location Tracking

      Government contractors often perform work offsite and on the location of clients or at work sites. This can make time tracking difficult when managers are unsure where workers actually are. Hour Timesheet offers real-time, accurate location tracking so that your records can be as accurate as possible.

      Integration with Accounting Software (QuickBooks Online & QuickBooks Desktop)

      This is arguably one of the most important features in time tracking software. The DCAA not only wants to audit the company’s timekeeping requirements, but they also want to do an accounting system audit and ensure those records are accurate. By connecting your timekeeping software to your accounting system, such as QuickBooks, you’re making this process seamless. The DCAA will look at things like labor distribution, cost objectives, indirect costs and direct costs, and uncompensated overtime. Everything needs to be tracked to ensure proper DCAA compliance with QuickBooks.

      Knowledge of Government Contracting

      At Hour Timesheet, we believe the most important thing to look for in a timekeeping system is a demonstrated knowledge about the DCAA system. Without this knowledge, the software may not be able to provide what it promises. It’s important to work with a company that has an in-depth understanding of how the federal government awards contracts, audits companies and enforces DCAA regulations.

      Work Smarter, Not Harder

      Some other features that can be very beneficial in a timekeeping system include an online web clock, correction timesheet workflows, and online job tracking. These make it easier for everyone involved to do their job.


      Are you wasting time and money on the following?

      Correcting math errors on hours worked and other time entry activities

      Tracking down late or missing weekly timesheets

      Manually entering employee time worked into your accounting and/or payroll file

        If you answered yes to any of the questions above, it’s time to let today’s technology work for you. Intuit and QuickBooks have a marketplace where 3rd party vendors who offer time tracking are listed. Only companies that pass strict guidelines and follow Intuit’s partner policies are listed on these sites.

        View QuickBooks Online Marketplace Apps here

        View QuickBooks Desktop Marketplace Apps here

        Hour Timesheet was created for you; with your origination in mind. We have created a simplified solution that captures your complex situations and makes DCAA compliance easy. Give us a try FREE for 30 days. No credit card is required. Our experts with over 20 years of industry experience are waiting to hear from you now. Hour Timesheet includes a QuickBooks timesheet import sync that makes your payroll process a snap!

        Hour Timesheet can be a perfect tool that will integrate & sync with your QuickBooks Desktop Hosting keeping an eye on your reminders, daily tasks, etc. Learn more about add-ons like Office 365 E3 suite for improving your team collaboration.

        Free Trial

        Incorporating Analytics in Timekeeping Software

        Incorporating Analytics in Timekeeping - clock on desktop with cell phone and notebook

        Timekeeping software is an essential part of running an effective and profitable business. The days of employees manually inputting data on time sheets or using paper time cards to log work hours are long gone. Enter digital timekeeping software, which HRMS calls the updated and streamlined version of old-school timekeeping methods. 

        What is digital timekeeping software?

        With each employee clocking or swiping into the system automatically each day, today’s timekeeping software is able to collect massive amounts of time and attendance-related employee data in real-time. This is where data analytics enters the picture.

        Through the combination of digital time tracking software data and analytics software, any company can plan the deployment of its workforce, administer leave and time off, and calculate payroll more accurately. While the data for all of this has always been there, with the help of artificial intelligence, or AI, enabled data analytics tools, companies can work towards these tasks much more efficiently and thus, increase overall profits.

        How does data analytics play a part?

        Modern employee time keeping devices are powered by two of the fastest-growing technologies: artificial intelligence and data analytics. These two innovations have already made massive changes in the way several industries operate. In an extensive post by Maryville University on the outlook for data analytics graduates, they note that the top industries to take advantage of analytics by 2020 will be banking, manufacturing, federal/central government, and professional services. Not only that, since more than 5% of Americans are already working from home, you can already say AI and data analytics-backed businesses are the future.

        What insights can timekeeping software give?

        There’s no denying that digital timekeeping is the next logical step when it comes to fostering business growth, no matter the size of the industry. Here at Hour Timesheet we understand how critical it is for employers to gain insights into how much time their employees spend on everyday tasks, including breaking down billable hours and accounting for time by projects and tasks. This data lets them see the typical day of an employee, which can help streamline a company’s workflow and create more achievable goals while immediately adding real-time analysis to assist with the ability to manage projects and estimate projects.

        How can time tracking and data analytics benefit employees?

        Good timekeeping software with an intuitive interface also allows managers to take care of employees’ interests. Employees can track time daily, weekly or hourly online and in real-time. Popular software platforms like Intuit’s QuickBooks desktop and online solutions like Hour Timesheet combine timekeeping with accounting software and directly integrate with QuickBooks. This means that timesheet data can automatically sync between the two systems. Not only is it a more affordable way to manage a company’s invoicing and payroll, but it’s also a great way to keep track of an employee’s leave balance history

        Can time tracking software be used for remote employees too?

        We recognize the importance of timekeeping software like Hour Timesheet that can also track leave and work hours online and on a mobile time clock app. This is because it’s more accurate than the typical Excel spreadsheet. A cloud-hosted, time management provider such as Hour Timesheet allows workers to do their jobs remotely. 

        With a workforce time clock, employers won’t have to worry about their employees tracking their work time, they can keep tabs on leave and absence time, and make sure their employees are working as efficiently as they would if they were in an office. Any dip in performance can be correlated to the data obtained from the employee timesheets; without this data and subsequent review, analytics in timekeeping software would be useless.

        Timekeeping software is a powerful tool that companies must use to improve their overall efficiency. It gives employees more control over the time they spend at work, and allows employers to accurately track how much time is spent on different projects. This allows the company to create a positive culture with an improved work/life balance. 

        At Hour Timesheet, we strive to make a product that will offer the best, most accurate time tracking, in the most intuitive platform possible. If you want to learn more about our software, contact us today to receive a free, 30-day trial. 

        Article solely for the use of Hour Timesheet.

        Written by Alicia Clay.