You use this window to create timesheets. A
timesheet covers work done on all jobs over a week's
You can see the time entered by running any of the time reports for that period.
Edit Single Activity
To do this task
To create timesheets for employees whom you’ve set up to use time worked to create their paychecks, select Multiple name (Payroll). Why don’t I see all my employees?
For all others (including employees whose time worked doesn’t affect their paychecks), select Multiple names (Non-Payroll).
If the name doesn’t appear on any list, add it to QuickBooks.
Shows which week is currently in view.
You can only see one week at a time. To view other weeks, click Previous or Next. Or, click the calendar icon next to the Week Of field to specify the week you want to see.
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 blank.
Click the Customer:Job drop-down list and choose the customer (or customer and job).
Enter the customer's name. If you"re tracking a specific job, add a colon (:) after the customer's name and then enter the name of the job.
Enter the name of the service item you want to use when you charge your
customer for this work or when you pay a nonemployee for this work. The service
item represents the type of work performed.
Even if you don’t 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 nonemployees 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.
Payroll Item (appears when the employee is timesheet
The payroll item determines how much the employee should be paid for doing the work you specified in the Service Item field. If you previously associated a payroll item with the service item, QuickBooks fills in the Payroll Item field when you enter the service item. Of course, if the payroll item is inappropriate for any reason, you can change it.
For example, if you're recording sick time for a salaried employee, choose the Sick Salary payroll item.
What if the Payroll Item field isn't there?
Click the drop-down list and choose the appropriate payroll item.
Note: You don’t need to specify the employee’s actual salary or hourly rate here. You enter wage information when you set up the employee’s payroll record.
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
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.
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.
Hours worked each day
In these columns, enter the number of hours worked each day or enter the
range of hours worked, such as 8-5. 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
You can change this
If you're going to invoice your customer for this time, click the checkbox in the
If you're not going to bill the customer for the work, make sure the checkbox
is not checked.
Click the checkbox to toggle it on and off as necessary.
The symbol in this column
means the time has already been billed on a previous invoice.