Use this window to track the time spent by one person doing a single
activity on a single job on a single date. As you make single activity entries,
QuickBooks also records the entries on that person's weekly timesheet.
Previous and Next
Opens the timesheet for the current name. Each single activity entry you
record automatically appears as an entry on the person's timesheet. When
you open the timesheet, you do not have to re-enter the
Enter the date the work was performed. Although QuickBooks assumes that the
work was done on today's date, you can enter a different date.
The name of the person who performed the work. The name can come from your
Employee, Vendor, or Other Name lists.
Click the Name drop-down list and choose the name.
Enter the name.
New names: If QuickBooks tells you that the name
doesn't appear on any of your lists, click Setup and choose the list where
you want the new name to appear (Employee, Vendor, or Other Name). Then click
OK and fill in the window that asks for information about the new name.
Enter here the name of the customer (and job, if any) for whom the work was
performed. Entering a customer or job name gives you the ability to charge for
the work on a future invoice to the customer.
Non-billable time: If you do not intend to invoice your
customer for the time, you still may want to enter the customer or job name.
For example, if you spent the time correcting an error on a job, filling in the
Customer:Job field gives you a record of your non-billable time for the job.
You can display non-billable time on time reports.
Overhead: If the time is truly overhead and has no
association with any customer or job, then leave the Customer:Job field
Click the Customer:Job drop-down list and choose the customer (or customer and
Enter the customer's name. If you are tracking a specific job, add a
colon (:) after the customer's name and then enter the name of the job.
Service Item (required for billable time and for paying
nonemployees for time worked)
Enter the name of the service item you want to use when you charge your
customer for this work or when you pay a non-employee for this work. The service
item represents the type of work performed.
Even if you do not intend to charge or pay anyone for this work, entering a
service item gives you a record of your time for this type of work. You can
display all time for each service item on time reports.
On an invoice or statement charge, the service item tells QuickBooks which
account to use to track the income you receive from the work and what rate to
charge. This, in turn, gives you the ability to analyze which types of work are
the most profitable for your business (on item profitability reports), and how
much company time goes into each type of work (on time by item reports).
On a check paying non-employees for time worked, the service item tells
QuickBooks which account to use to track the expense or equity account for the
payment and what rate to pay. If you invoice for this same service item, set up
the item with the checkbox selected to allow you to have separate accounts to
track income and costs.
Click the drop-down list and choose the service item that matches this type of
Enter the name of the service item.
Enter (or use the Stopwatch to time) the number of hours worked on this date
for this job. QuickBooks interprets your entry according to the current setting
for the time format preference. The formats available are fractions of an hour
(for example, 4.5 hours) or hours and minutes (for example, 4:30).
Depending on your Preferences format setting, the number you enter in this
field may change when you select another field. For example, you start timing a
phone call, then click Stop after half an hour (at 0:30). The entry in the
field changes to 0.5 because your preference is set to record time in fractions
of an hour.
A checkmark in this checkbox tells QuickBooks that you plan to invoice your
customer for this activity. When you record the activity, QuickBooks adds it to
the list of billable hours for this job. When you invoice your customer later,
you can transfer the hours directly to the invoice form.
If you are not going to invoice your customer, clear this checkbox (remove
the checkmark). The hours do not show up in the list of billable hours for this
job when you invoice your customer. They do, however, appear on any reports
that include this job. That way, you can track the hours you don't invoice
your customer for.
Payroll Item (appears when the employee is timesheet
WC Code (appears when workers compensation is turned on
and the employee is timesheet based)
Note: This field appears if you turned on the Workers Compensation
feature (QuickBooks Enhanced
The WC Code gets transferred to the paycheck, along with the payroll item
and other payroll information. QuickBooks then uses the information on the
paycheck to calculate your workers compensation premiums.
If you entered a default workers compensation code on the employee's
record, QuickBooks fills it in here automatically. You may also change the code
here, if necessary. You might change the code, for example, if an employee
sometimes does work that falls under a code that is different than his default
Class (appears when you track earnings items on a paycheck
Enter the class name that you want to assign to the work you specified in
the Customer:Job, Service Item, and Payroll Item columns.
Classes give you another way to categorize and report on information in
QuickBooks. For example, a general contractor could use classes to distinguish
residential from commercial business.
Enter any additional information you want to record about the work you
specified in the Customer:Job, Service Item, and Payroll Item fields. Your note
can be of any length; however, only the first 99 characters of your note
appears on time reports.
When you invoice your customer for this time, you can have QuickBooks insert
your note into the Description column on the invoice form.
You can also add the note to a time by job detail report.