QuickBooks Integration Q&A

QuickBooks Integration Q&A

Common Q&A for Timesheet integration with QuickBooks and Hour Timesheet

Question 1. How does QuickBooks sync data with Hour Timesheet?

Answer. We utilize the Web Connector (provided by QuickBooks) to sync company data between QuickBooks Desktop and Hour Timesheet in real time. The version of QuickBooks Online offers a direct sync between the two systems making timesheet integration with QuickBooks simple!

Question 2. What type of data does QuickBooks sync with Hour Timesheet?

Employees: The sync tool will import all “active” QuickBooks employees and vendors (optional) into your Hour Timesheet account. Only vendors that have a First and Last Name field value in QuickBooks will be imported.

Customers/Jobs: The sync tool will import all “active” Customer/Jobs in to your Hour Timesheet account.

Service Items: The sync tool will import all “active” Service Items in to your Hour Timesheet account.

Classes: (optional) The sync tool will import all “active” Classes in to your Hour Timesheet account.

Payroll Items: (optional) The sync tool will import all “active” Payroll Items in to your Hour Timesheet account.

Question 3. How do I add a new data in Hour Timesheet (employees, customers, jobs, etc.)?

Answer –  New data will need to be entered into your QuickBooks company file first. Once the new data is entered, you can use the web connector tool to import your new data in to your Hour Timesheet account.

Question 4. How will my employees receive their Hour Timesheet login credentials?

Answer –  Hour Timesheet will send an email invitation to each employee with the link and login ID to the Hour Timesheet account included in the body of the email. Once the employee accesses the link, the employee will be prompted to create an initial password to login to Hour Timesheet.

Question 5. Can my employees track time against customers and jobs, service items, classes and payroll items?

Answer –  Yes, your employees will be asked to select from a list of authorized charges. Employee authorized charges (EOC) are defined by the admin at the employee level. This feature enables the employees to only see EOC’s that are assigned to each user.

Question 6. How do I delete information in my Hour Timesheet account?

Answer –  Once you mark the data (employee, customer, job, etc.) as inactive in QuickBooks, the data will be updated in your Hour Timesheet account upon performing the data sync.

Question 7How does Hour Timesheet identify billable vs non-billable items on the timesheet?

Answer –  By default, any EAC that includes a service item will be marked as billable time in QuickBooks.

Question 8. Can employees add comments to a timesheets?

Answer – Yes, Hour Timesheet includes a feature to allow employees to input general comments and daily comments.

Question 9. I exported my employee’s time into my company QuickBooks file, but now I need to make corrections. How do I do this?

Answer –  Hour Timesheet does not allow processed timesheet data to be edited. Hour Timesheet will display a link on the Timesheet Review page that will allow the user to create a “corrected” copy of the timesheet. The detailed audit trail will show the log of all changes made to the revised timesheet.

Question 10. Can multiple supervisors approve a single timesheet?

Answer Yes. Hour Timesheet will allow for multiple supervisors to approve a timesheet.

Question 11. We have a requirement for our employees to enter hours worked daily, does Hour Timesheet include daily reminders?

Answer –  Hour Timesheet includes the option to turn on daily notifications to serve as reminders for those employees who forget to enter time daily.

Question 12. I track my employee leave balance data manually in an Excel spreadsheet because QuickBooks doesn’t include all of the options I need, can Hour Timesheet manage leave?

Answer – Hour Timesheet has a full-function leave management feature that will allow accrued and earned types of leave tracking.

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Top Timekeeping Tips

Top Employee Timekeeping Tips

Insight into how your employees spend time is critical. That’s why employee timekeeping software tools make so much sense.

Knowing how much time your employees spend on overhead tasks, project, training, and unpaid leave is invaluable data for your business’s future. Tools that track employee hours and employee schedules will greatly reduce your hours spent processing manual time cards. Continue reading to find out more about tips for employee time and attendance and how Hour Timesheet is the perfect solution for you.

Employee timekeeping is not just for hourly employees

Nonexempt employees need to track work time for FLSA compliance but having salaried employees keep a time sheet is helpful too. Exception-based time tracking helps employers track employee attendance and improve the overall management of daily resources. Tools and solutions that include the ability for employees to track hours worked on mobile devices will provide real time job costing and absentee management at the supervisor level.

Internal policies & approval workflows are the keys to a successful employee timekeeping software implementation.

Software tools are a dime-a-dozen, but it’s how you use the software that defines your success. It’s important to document your timekeeping policies and required approval workflows before you invest in a time & attendance tool.

Don’t be afraid of internet-based employee timekeeping software tools

A detailed timesheet audit trail will flag when a user inputs timesheet data into your system from anywhere but the office. The activity log shows the IP address as well as each entry into the user’s timesheet with a non-editable time and date stamp. Online employee time tracking software also allows for integration with your payroll system with a 2-way sync to and from your payroll software like QuickBooks Online or QuickBooks Desktop.

Microsoft Excel is for spreadsheet data, not for employee timekeeping

Yes, you can keep your employees timesheet data in Excel but is that really efficient? Don’t be afraid to use the tools available to your organization to make you more productive. Rely on the experts…not Excel.

BOTTOM LINE… it’s just smart business.

Features such as daily timesheet reminders, employee leave management and embedded payroll processing make Hour Timesheet the perfect choice for your organization’s timekeeping software needs. Available on the web or your iOS and Android mobile app store.

Employee Leave Management

Types of Leave Management

Introduction to Leave Management

Effective leave management is crucial for maintaining employee satisfaction and ensuring smooth organizational operation. A well-structured leave management system allows employees to take necessary time off without disrupting workflow, while helping HR professionals and business owners maintain compliance with labor laws and promote a positive work environment.

Overview of Types of Leave

This guide will discuss the various types of leave that organizations typically offer, including:

  • Annual Leave
  • Sick Leave
  • Parental Leave
  • Bereavement Leave
  • Jury Duty Leave
  • Public Holidays and Special Leave
  • Remote Work and Flexible Leave

Annual Leave

Definition

Annual leave, often referred to as paid time off (PTO), allows employees to take time off for vacation, personal days, or rest, all while receiving their standard pay.

Calculation and Entitlement

  • Typically calculated based on the number of days worked per year.
  • Employees may accrue a certain number of days per month or receive a lump sum annually.
  • Regulations may vary by jurisdiction, but a common standard is 10-30 days per year.

Request and Approval Process

  • Employees submit leave requests through a formal process, such as an HR software system or written form.
  • Managers review requests considering operational requirements.

Rollover Policies

  • Some companies allow unused leave to roll over to the next year, while others may cap the amount or implement a “use it or lose it” policy.

Sick Leave

Types of Sick Leave

  • Paid Sick Leave: Employees receive full compensation for days missed due to illness.
  • Unpaid Sick Leave: Offered when paid leave has been exhausted, or as part of a policy for specific circumstances.
  • Short-term Disability: Insurance-based leave for extended illness or injury beyond typical sick leave.

Documentation Requirements

  • May require a doctor’s note or medical certification, especially for extended absences.
  • Policies should aim to balance trust and verification to prevent abuse.

Managing Abuse

  • Clear policies and regular communication can minimize misuse.
  • Implement monitoring and reporting systems for transparency.

Parental Leave

Maternity, Paternity, and Adoption Leave

  • Provides time off for mothers, fathers, or adoptive parents to bond with their new child.
  • Leave duration and pay entitlements can vary significantly by country and organization.

Eligibility

  • Often requires a minimum period of employment.
  • Some policies may have additional criteria, such as full-time status.

Return to Work Arrangements

  • Gradual return options or flexible work arrangements may be offered to ease the transition back.

Bereavement Leave

Entitlement

  • Provides compassionate leave for employees experiencing the loss of a family member.
  • Typically ranges from 3 to 7 days, depending on the relationship and company policy.

Eligible Family Members

  • Policies define which family relationships qualify for bereavement leave (e.g., spouse, child, parent).

Request Process

  • Employees notify HR as soon as possible, although immediate documentation is not always required.

Jury Duty Leave

Company Policy

  • Organizations often provide leave for jury duty, with some offering full pay and others applying state-mandated requirements.
  • Encourages civic responsibility while protecting employee income.

Public Holidays and Special Leave

Handling Public Holidays

  • Employees generally receive paid time off for designated public holidays.
  • Policies for working on holidays (such as double-time pay) should be clearly outlined.

Special Circumstances

  • Includes community service leave, voting leave, or other civic duties.
  • Flexibility can enhance employee satisfaction and corporate image.

Remote Work and Flexible Leave

Managing Remote and Flexible Work Arrangements

  • Policies should address unique needs for remote workers, such as asynchronous PTO or compensatory time off.
  • Flexibility with scheduling can improve work-life balance and productivity.

Automated Leave Management Systems and Payroll Integration

Detailed Explanations

Automated leave management systems streamline the process of tracking and managing employee leave, eliminating manual paperwork and reducing administrative overhead. These systems allow employees to submit leave requests efficiently, while managers can quickly approve or deny requests based on real-time data about staff availability and leave balances. By automating leave tracking, organizations can easily maintain compliance with labor laws and company policies.

Benefits of Automated Systems

  1. Improved Accuracy: Automation reduces the likelihood of human error in tracking leave balances, ensuring accurate records.
  2. Time Efficiency: Streamlining leave requests and approvals saves time for HR personnel, managers, and employees.
  3. Enhanced Compliance: The system helps ensure adherence to legal requirements and organizational policies by automatically applying rules.
  4. Better Data Management: Comprehensive data analytics provide insight into leave patterns, helping organizations forecast staffing needs and adjust leave policies accordingly.
  5. Employee Satisfaction: A transparent and efficient leave management process can lead to increased employee satisfaction and trust.

Integration with Payroll Systems

An automated leave management system often integrates seamlessly with payroll systems, ensuring that payroll processes reflect accurate leave data. This integration streamlines the calculation of deductions for unpaid leave, adjustments for PTO use, and the alignment of pay cycles with leave entitlements. Furthermore, it reduces discrepancies in final settlements when an employee exits, as leave balances are automatically reconciled. With payroll leave management, organizations can efficiently handle aspects like holiday pay, sick leave compensation, and other pay-related entitlements, supporting both operational efficiency and financial accuracy.

Hour Timesheet

Employee Leave Management

People are an important resource of any business. Unauthorized absenteeism, lack of proper time/holiday planning, affect the overall efficiency of any organization. Many leave related issues can be addressed by using an automated leave tracking software such as Hour Timesheet.

A uniform application of leave policies and accurately tracking leave balances, can lead to greater employee satisfaction and enables organizations to engage employees better.

A complex leave management software solution can be utilized to automate time off request as well as real-time access to paid leave such as holiday, sick, vacation or comp time. Benefits of an online leave management system include the following:

All employees are able to apply or leave request in a central location

Aids user by having online access to leave balance data and leave transactions

Communication and enforcement of all company leave policies

Enhanced manager insight – supervisors and HR manager receives email alerts when employees request and use leave

Eliminate manual calculations of leave balances and paper-based leave request.

System-managed carry-over values from year to year.

System managed ceiling for each type of leave

Implementing the right employee leave management solution will significantly reduce work by the HR team as well as well as employees. Centralized business processes will reduce the time and effort spent by HR on maintaining accurate leave records in Microsoft Excel or by hand.

Hour Timesheet Leave Management Types

Earned Leave – Leave hours are earned based on the number of hours worked on the employee timesheet.

Accrued Leave – Leave hours are accrued based on the employee’s hire date. Accrual options are weekly, bi-weekly, semi-monthly and monthly.

Employee Leave Management Features

Balance is reduced after timesheet is submitted at the end of each timesheet period.

User receives error message upon entering time that exceeds current balance.

User may be allowed to “go into the negative” if feature is configured.

System will stop accruing leave once limit “ceiling” is reached.

System will reset balance to “carry-over” value each year.

Balance will reflect manual adjustments (if any).

For more information on employee leave management, visit our leave management website page or visit us in the QuickBooks marketplace listing.

Additional Resources

Ten states and Washington D.C. currently require paid sick leave
The Family and Medical Leave Act

Why Your Organization Needs Online Timekeeping Software

Why Your Organization Needs SaaS Timekeeping Software

Managing employee timekeeping software can be huge headache for any company

But… it doesn’t have to be. A good solution such as Hour Timesheet can eliminate the frustrations that accompany timekeeping by automating the processes associated to payroll and billing. Most businesses already use an automated payroll service, but many are slow to navigate to automated time card solutions.

Below are the top advantages of switching to an automated timekeeping solution.

Saves time

The most basic benefit to your business is that less time will be spent, both by employees and your accounting staff, tracking, recording and processing time spent working each day. Some businesses have reported cutting their time calculating payroll each month by up to 70 after implementing employee time tracking software%.

Makes your business scale-able

Manual time entry may work, in some respects, for your business now. If you expect your business to grow, you’ll want a time tracking system that can grow with you as you hire more employees and have more information to track and automatically sync with your payroll software.

It’s the law

State and federal labor laws, such as the Fair Labor Standards Act, regulates things like overtime pay and record keeping, both of which can be problematic with the wrong solution. Employers are required to accurately record the hours worked by nonexempt employees and to pay them for all time worked. These requirements appear straightforward. In practice, however, capturing the time worked by employees can be difficult, making accurate payment of wages a challenge. Using an online solution such as Hour Timesheet helps your organization stay within the law.

Reduces errors

Every company has had issues at one time or another when it comes to employees not receiving the proper amount of pay. Wage and hour lawsuits, particularly those claiming that employees were not compensated for all hours worked, are one of the most common types of lawsuits brought by employees against employers. With Hour Timesheet, employees submit each timesheet which includes a detailed audit trail of all timesheet activity.

Increases profits

The bottom line for any business is to be profitable, and businesses are constantly looking for a way to cut costs and increase profits. When they have an automated employee timekeeping software solution, they are better able to understand the company workflow, and see where there are any problems that need to be addressed.

Promotes communication

Many employees get nervous when they hear their company is going to implement a policy of track time and work progress using an online timekeeping software solution. They hear the word “tracking”, and automatically feel as if they are being constantly watched. Employers need to make sure that their employees realize the reasons for having time timekeeping software. It is about payroll issues, tracking projects and tasks, client billing, and cutting expenses. These are things they can understand.

Increases visibility

The right timekeeping software solution has the capability to help employees to better capture work hours online against projects, while giving managers visibility into the employee’s work day as well as estimating projects and overall project management. In addition, companies who hire contractors or have a remote workforce can keep costs down while ensuring accountability. Business owners and managers can see the overall picture of time spent on a project, which can help them re-prioritize or streamline processes, or pull additional resources to a project that needs more attention.

Happier Employees

Automated timekeeping software makes employees happier because a hassle free solution guarantees timely and accurate pay. Employees gain secure access to their personal data, hours worked, and historical data in real time on a supported time clock, on a mobile app or on the web. This makes it easier for employees to access information without having to go through the human resources or accounting department. Employees feel empowered when they have access to their own information, and that level of empowerment can lead to increased satisfaction on the job.

Additional Resources

QuickBooks Desktop App Listing

QuickBooks Online App Listing

iOS App Store Listing (Apple Devices)

Android App Store Listing

Daily Timesheet Reminders

Timesheet Reminders for Employees

Since the Defense Contract Audit Agency (DCAA) mandates daily timesheet entries for each employee, Hour Timesheet ensures compliance by providing daily timesheet reminders. This feature is particularly useful for employees who may forget to complete their time entries on a daily basis. By adhering to the DCAA requirement, Hour Timesheet streamlines record-keeping and helps businesses maintain compliance effortlessly.

Hour Timesheet’s Daily Timesheet Reminder feature is designed to simplify and streamline the process of tracking employee hours. The software automatically generates Timesheet Reminders for Employees for those users who don’t enter time daily.

Visit our features web page or visit us in the QuickBooks marketplace listing.

Other Hour Timesheet Features

Daily Timesheet Reminders: Never miss a timesheet submission again. Our system sends out Daily Timesheet Reminders, ensuring that they record their hours accurately and on time.

Compliance Features: Our system is built to help you comply with labor laws and regulations, avoiding potential fines and legal issues.

User-Friendly Interface: We’ve designed our platform to be easy for everyone in your organization to use, regardless of their tech proficiency.

Time-Saving Automation: No more chasing after employees for their timesheets – our system does the work for you.

Customizable Reports: Generate detailed reports tailored to your specific needs, helping you make data-driven decisions.

Integration Capabilities: Seamlessly integrate Hour Timesheet with your existing HR and payroll systems such as ADP or Gusto

Mobile Access: Employees can submit their timesheets from anywhere using our mobile app.

Customer Support: Our dedicated support team is always ready to assist you with any queries or issues.

Are you ready to experience the benefits of Hour Timesheet’s Daily Timesheet Reminder feature? Sign up for a free trial today and see the difference it can make in your business.

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