do you need to keep track of your workers time or even your service vendors time when they work on
your jobs well in that case then you need to learn how to manage time activities in QuickBooks Online
if you have any questions about this topic you can leave them in the comment section below and I'll
do my best to help you and of course if you feel the video helped you I hope you will click like
and don't forget to subscribe to get updates on new videos that come out all the time if you need
to track your workers or service vendors time for calculating pay or billing a client you can use
the time activities in QuickBooks Online to record and track these work times a single time activity
is an entry that records the time that a worker or vendor worked for you a weekly timesheet is simply
a set of single time activities grouped by week these are not transactions if it is not billable
then they will only appear on one report a report called time activities by employee detail so let's
add that to our list of custom reports in the Left panel we click reports now we have to select the
standard tab because we have to find that report scroll down all the way till you get to the
section of employees again we will only track the time of independent contractors even though it's
under employees and this one time activities by employee detail double click and now we make the
date pull down all dates the way we usually do and click run report now we click save customization
and then click save ok click replace don't worry I accidentally put it there maybe you don't have
to click replace but if you did it correctly you can click reports custom reports and you can see
time activities by employee detail has been added to your list of custom reports and if you scroll
down further you can see that at the beginning of the course we already put up unbuild time in order
to track time that was billed and not well marked as billable but not yet billed so those are the
two reports that you will use to manage the time activities and now that we've added the report to
our set of custom reports we can use these windows for unbilled time now if you're not billing your
work your client for the time you can still use timesheets or time slips just to keep track of a
workers time you could also see what jobs the workers spent time on through this report and
recording time slips and timesheets will not affect your financial reports or balances it's
simply a separate set of data for something for you to keep track of so let's do an individual
time activity first for example let's imagine on May 1 bill the independent builder worked for
hours on the South Woods Road job and it's not billable to Kirschbaum on the South Woods Road
job so how do we do this for May 1 in the top left do we click new and we go over to where it
says employees even though bill is an independent contractor or vendor in this case we still have to
go to the column of employees and click single time activity now let's look at the information
May one four hours South Woods Road job so we make it May one and it's bill the independent
builder the job that it was associate you don't have to associate it with the job but in this
case he worked on the South Woods Road job now you must remove the billable checkmark because
we will talk about billable hours in the next video the video that follows this one right now
let's focus on how to record the time and you have two options you can click enter start and
end time look what happens if we enter if we enter one a.m. and then we enter 3:30 a.m. and then we
click here and put break one push tab notice the summary shows one hour and thirty minutes because
between this time is two hours and thirty minutes but we put a one hour break isn't that amazing you
don't have to do it that way you can remove the checkmark and just put four but well what was
it 3.5 hours and it'll show three hours and 30 minutes so those are the two options that you
have for recording the amount of time it's nicer if you do it this way so that the client can see
and the worker can see that you log the start and end time and also deducted the break but we want
four hours altogether so we don't want 3:30 a.m. we want maybe 6 a.m. with that do it yup there
you go 1 a.m. to 6 a.m. with a one-hour break is a summary of 4 hours so congratulations we just
recorded our first time activity save and close and when we go back to the report time activities
by employee detail you can see that it recorded it you can make a column wider by coming here
by coming here and drag it make a little wider but you can see that he worked for hours on May one on
the South Woods Road job and you can double click and go back to the actual activity sheet that you
recorded the time in the first place let's do a second example let's imagine on May to Lana the
lawyer worked three hours on the Mockingbird Lane job and again that's not billable to Mockingbird
Lane so again in the top left we click new we go over to the column of employees and click single
time activity in this case it's May 2nd and the worker is Lana the lawyer and we remove this it's
not billable so remove the checkmark and in this case she was working on the Mockingbird Lane job
now again you can get fancy and put in the start time and end time but basically she worked three
hours so since she works from home we'll just put three because basically all we need to know
is how many hours she worked and this is what this single time activity slip or sheet would
look like save and close and now when we go back to the time activities by employee detail you can
see that Lana worked on the Mockingbird you have to make this a little longer Mockingbird Lane job
on May second for three hours and if we double click to come back to this time slip all we get
is the time not the start and end time with break because that's the way that we chorded this in
the time activity window a weekly timesheet is simply a set of single time activities grouped
by week you can enter time in the weekly time sheets or individually and they will be listed
the same way in the report if you reopen the time activity from the report you will only see the
individual time activity one by one and you will not see the entire weekly timesheet the only way
to see the whole weekly timesheet you recorded is to go back to the window that you entered
the weekly timesheet in and choose the specific week and the specific worker for that timesheet
and there's usually no need for that usually the report is enough for example let's imagine on May
10 bill the independent builder work two hours on the South Woods Road job and it's not billable
and let's imagine May 11th bill the independent builder work three hours on the Mockingbird Lane
job and again it's not billable so we can make a weekly timesheet just for Bill and we will see how
it looks so in order to record this sorry I was playing with that in order to record this and the
top left we click new go over to weekly timesheet now we have to choose the correct worker or vendor
and if we're doing a whole week's timesheet we have to choose a block of time for a week and
QuickBooks will identify this sheet as the worker and the week now that we have the correct dates
let's fill in the details so May 10th two hours on the South Woods Road job now each is meant for a
separate job or client so we choose the job that he worked on in the same row as the day that he
worked and this is showing that on Sunday May 10th he worked two hours on the South Woods Road job
and it's not billable however on Monday May 11th he worked three hours on the Mockingbird Lane job
so if it's a different job you would go to the next row choose the job then go across the row
to the day that the worker worked and type in the number of hours of course in both cases you have
an opportunity to put in a description of what the worker did now when we click Save and close we can
take a look at the time activities by employee detail and you can see the individual time slips
are listed one by one on the report not the sheet itself if you double click on any of these you
will not go back to the weekly timesheet it will only open the actual activity in this format even
though you recorded this in the timesheet a weekly timesheet window if you need to see the actual
sheet itself which is very rare you would have to reopen the very same window that you opened
in the first place to record it and you would have to choose the worker and choose that same block of
time that you originally recorded it in and then the information that you recorded would come up
you