How to Use Timesheets in QuickBooks Desktop

How to Use Timesheets in QuickBooks Desktop

QuickBooks provides an additional method for entering time records, which is particularly useful if you have several staff and a large number of work hours to monitor. Select Enter Time | Use Weekly Timesheet from the Employees menu. You can also get there by clicking the down arrow next to the Enter Time button on the home screen. This screen looks like a paper timesheet, with columns for all of the data you’d enter if you were creating a single activity.

Select the correct employee by clicking the down arrow next to Name at the top of the page. The Week Of field is to the right of that. Click the tiny graphical calendar to adjust the dates, then click anywhere in the correct week. If you made individual records for that employee during that week, the details for each would appear in the date column at the end of the row. And everything you write on the Timesheet will be treated as a separate entry.

In QuickBooks, you can use timesheets to monitor your employees’ hours worked and generated paychecks. Timesheets can also be used to produce an invoice for a client.

The first move is to set up QuickBooks’ Timesheet and Time Entry.

Create a time tracking account in QuickBooks Desktop:

  • Make sure you’re in single-user mode by logging in as Admin.
  • Make sure you’re in single-user mode by logging in as Admin.
  • Select Edit from the top menu bar, then Preferences.
  • On the left, choose Time & Expenses from the drop-down menu.
  • Select the Company Preferences tab from the drop-down menu.
  • If the choice Do you monitor time? If selected, select Yes.
  • Choose the company’s First Day of The Week. On your weekly timesheets, this option will determine the first day of your workweek.
  • Click the OK button.

If you’re using timesheets for job costing, keep the following in mind:

  • Select Edit from the top menu bar, then Preferences.
  • From the left-hand menu, choose Payroll & Employees.
  • Select the Company Preferences tab from the drop-down menu.
  • Check the box for Paycheck Expenses Job Costing.
  • Set up Service Items to keep track of job costs.

Set uptime monitoring for employees:

  • In the Payroll Center, go to Employees.
  • Click twice on the employee’s name.
  • Select the Payroll Info tab from the drop-down menu.
  • Select Use Time Data to Create Paychecks from the drop-down menu.
  • Click the OK button.
  • Carry out this procedure for each employee.

Make a timesheet.

  • Select Enter Time from the Home window.
  • Select one of the following two options:
    • To keep track of hours worked:
    • From the drop-down arrow, choose the employee’s name.
    • Verify that the Week Of date range is correct.
    • Pick a Customer: Job and Service Item, then press Billable? In the final column, if the hours worked are billable.
    • Select the Time Working Payroll Item and enter the hours for each day worked. Select Save & New from the drop-down menu. Continue until you’ve entered all of your employees. Click the Save & Close button.
    • Join the Payroll Item and hours worked if the hours worked were not for a particular customer task.

To create a batch of weekly timesheets, follow these steps:

  • You should record the same timesheet for and of the workers selected if they work the same hours for the same customer.
  • Select Employees > Enter Time > Weekly Timesheet from the drop-down menu.
  • Scroll up after selecting a name from the dropdown menu. Select Many Names (Payroll).
  • Click OK after selecting the names from the Select Employee, Vendor, or another Name box.
  • To record the timesheet for multiple employees, fill in the timesheet and press Save & New or Save & Close.

To make checks, follow these steps:

  • Payrolls can be generated as usual by going to the Home page and clicking Pay Employees.
  • Check that the period end dates on the timesheets correspond to the period end dates on the timesheets.
  • Paychecks are generated using the time recorded in the timesheet. By clicking Open Paycheck Detail in the payroll window’s Enter Payroll Details, you can change the time.

Create a blank timesheet on your printer:

  • On the top ribbon, choose Employees.
  • Press the Enter Time button.
  • Select the option to use a weekly timesheet.
  • Select Print > Blank Timesheet to print a blank timesheet.
  • Employees will also use blank timesheets to document their daily time and customer work.
  • The timesheets feature in QuickBooks will help you enter employee time more quickly, mainly if it’s billable to a customer. 


In conclusion, QuickBooks Desktop software is one excellent accounting software that has always been on the top since its launch. Still, this its you can blog is about how can you use the timesheets in QuickBooks Desktop, particularly in the enterprise version of it. I hope that this blog was helpful and worth the time that you’ve spend while reading it.

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