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QuickBooks Timesheet Integration

Why Use Hour Timesheet instead of the QuickBooks Timesheet feature?

Detailed audit trail of all timesheet entries - Hour Timesheet contains an activity log that tracks the username, IP address and a time and date stamp of all entries made to the timesheet. The QuickBooks timesheet feature does not.

Multiple supervisor signatures - Hour Timesheet allows for multiple manager signatures to any employee timesheet. Employees in a cross functional (matrix) organization can have each manager approve the timesheet. The QuickBooks timesheet feature does not.

Authorized charges - Hour Timesheet includes the ability to limit employees to only see charge codes they are authorized to charge to. Limiting what the employee can see on the timesheet eliminates the possibility of employees charging to wrong codes. The QuickBooks timesheet feature does not.

Reason required - employees who don't enter time daily can be prompted to enter a reason for the tardy entry. Hour Timesheet also requires the user to enter a reason for editing a previously entered data on a timesheet The QuickBooks timesheet feature does not.

Correction timesheet process - Hour Timesheet includes a correction timesheet process providing alerts (emails) to supervisors and site admins when correction timesheets are created. The QuickBooks timesheet feature does not.

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Data Integration with QuickBooks Timesheet

With a click of a button Hour Timesheet syncs all of your QuickBooks Timesheet data to/from QuickBooks. Enter new employees, job codes, service items and class list in QuickBooks and use the sync tool to populate the same data into Hour Timesheet. Once time cards are submitted and approved by supervisors, all employee time data is populated back into QuickBooks Timesheet entries.

Question? What kind of data does the Web Connector sync with Hour Timesheet?

Answer: Employee List, Vendors (1099's), Customers & Jobs, Payroll Items, Service Items, Classes

Enter data ONCE in QuickBooks. Use the import tool inside Hour Timesheet to populate your site.  The import tool can be used to update your data ANYTIME you add new data to QuickBooks.

After timesheets are completed, Hour Timesheet will import the data back into your company QuickBooks file by using the import tool as an admin from within Hour Timesheet.

Question: What does Hour Timesheet Send to QuickBooks?

Answer: The Timesheet Export process will populate the weekly time cards in your company QuickBooks file with the following data.

Employee Name, Date of Entry, Hours by Day/date, Customer, Job, Service Item, Class, and Payroll Item charged to on timesheet.

$3/user with NO setup Fees, NO support fees and NO contract.

Start your 30-day free trail now.

DCAA Approved Timekeeping System – Is Your Company Ready?

Most likely, your answer to this question is, “I don’t know”.

It's often the case that a company thinks maybe they could be ready for a DCAA audit, but has little confidence that they would pass. On the other end of the spectrum, are you a company who thinks you're definitely ready for DCAA because you have an expensive or robust accounting and/or timekeeping system?

Unfortunately, if you never had DCAA in your office before, then you probably are not ready, regardless of your systems.

Contrary to what you may have heard, you cannot “buy” a DCAA-approved accounting system. No accounting or timekeeping system has ever, or will ever, receive DCAA’s stamp of approval. As a government agency, they will not endorse a product in that manner. In addition, DCAA never “approves” your systems anyway. Instead, they test your end to end system, policies and procedures and determine if it is “adequate”. In a nutshell, they want to make sure that you walk the talk and you do it according to regulation.

So, how can you be prepared for any of the DCAA audits you may encounter as a government contractor?

Test yourself. Internal audits (or as we call them “mock audits”) are an ideal way for you to determine where your gaps are and correct those gaps. They are also great to get you ready for an audit as practice. Having an outside party review your accounting system, timekeeping system, chart of accounts, policies and procedures, then test you on those, is the only way to ensure you are ready. Without such a test, you are walking into the battlefield blind. -  Arrowhead Solutions, LLC,

For more information becoming a referral partner, visit our partner or visit us in the QuickBooks marketplace listing.

DCAA Compliant Timekeeping Checklist

DCAA Compliant Timekeeping Checklist

Timekeeping continues to be a hot item for government contract regulators including DCAA Compliance. Adequate timekeeping practices are crucial to successfully securing or maintaining a government contract accounting system. Often deficient timekeeping is the reason for failing a DCAA  audits.  Below are the key requirements for compliant timekeeping systems and practices.

Electronic timekeeping systems are acceptable provided the key requirements are followed.

The timekeeping system or procedures must be documented in a timekeeping policy or procedure provided to all employees.

All of the key elements of an adequate time keeping system must be addressed.

Every employee must record their time daily.

Recording time in advance or days after the fact such as at the end of the week is not acceptable.

All time must be charged

Time must be charged by day and by project and/or indirect accounts.

Employees must record all indirect time.

Hours not identifiable to a given project must be charged to a proper indirect cost account.

All employee leave time must be recorded.

Employees must record all vacation, sick, holiday and other leave time to the proper accounts.

Job codes that appear in the system should be initiated by finance or the system administrator.

Job codes must be provided to employees authorized to work on a given project.

Under no circumstance may personnel work on one project and record time to a different project.

Under no circumstance may personnel work on indirect tasks and record time as direct costs to a project or vice versa.

Corrections are approved by the employee’s supervisor.

Under unusual circumstances where the employee cannot make the changes to timesheet, the accountant or administrator may make such changes with the employee’s consent.

All employee time must be signed by the employee.

All employee time must be approved by the employee’s supervisor.

All employees should be provided at least documented time keeping training awareness.

Periodic monitoring of compliance with time keeping requirements should be conducted by audit or floor checks.

Time sheets and all corrections must be maintained for a period of at least 2 years.

However, project records under a government contract must be maintained for audit purposes for a period of three years after final payment. The requirements for record retention are contained in FAR Subpart 4.7.

Check out more about DCAA Compliant Timekeeping @ Edward D. Moore, CPA dcaaConsulting LLC

Advice for small businesses looking for timekeeping software

Make sure your employee handbook includes a section on timekeeping.

Highlight honesty and various examples of timekeeping fraud.

Train your managers.

Hold trainings on laws and regulations pertaining to FLSA, overtime and timekeeping fraud.

Make everyone accountable.

Require 2 sets of signatures. Employees and managers.

Schedule internal timesheet audits

Communicate objectives to your staff ahead of time.

Require employees to sign-off to changes made to their timesheet.

By supervisor and/or management and account admins.

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Need some help with setting up your accounting software to integrate with your DCAA Compliant Time Tracking Software Solution?  Ask one of our many referral partners.

Check out our  DCAA Compliant Time Tracking Software Solution listing in the Apps for QuickBooks Desktop Marketplace website.

$3/user with NO setup Fees, NO support fees and NO contract.

DCAA Compliant Time Tracking Software

What Makes Hour Timesheet

a DCAA Compliant Time Tracking Software Solution

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1

DAILY EMAIL REMINDERS

Hour Timesheet will send daily email reminders to those employees who don't input time on a daily basis.

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2

REASON REQUIRED

Employees who don't enter time daily can be prompted to enter a reason for the tardy entry. Hour Timesheet also requires the user to enter a reason for editing a previously entered data on a timesheet.

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3

CORRECTION TIMESHEET PROCESS

Hour Timesheet includes a correction timesheet process providing alerts (emails) to supervisors and site admins when correction timesheets are created.

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4

DETAILED AUDIT LOG

Hour Timesheet includes a detailed employee timesheet audit trail that captures all entries, edits and corrections. The detailed audit trail captures an IP address and a time and date stamp of each entry made to the time card.

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5

CUSTOM SETTINGS

Hour Timesheet includes the option of having an 8-day timesheet for those hourly employees needing to track 9-10 hour days without charging to overtime.

Need some help with setting up your accounting software to integrate with your DCAA Compliant Time Tracking Software Solution?  Ask one of our many referral partners.

Check out our  DCAA Compliant Time Tracking Software Solution listing in the Apps for QuickBooks Desktop Marketplace website.

$3/user with NO setup Fees, NO support fees and NO contract.

Start your 30-day free trail now.

10 Signs You Need Web-Based Timekeeping Software

Web-based timekeeping software

Top 10 reasons you need Hour Timesheet

1.0 You spend more than 5 minutes each week tracking down missing employee timesheets

2.0 You manually enter employees time into your 3rd party payroll software

3.0 Your employees have trouble with basic math

4.0 Your non-exempt employees work over 40 hours a week

5.0 Your employees bill rate varies from job to job

6.0 Your workforce telecommutes

7.0 You’ve been known to look for an employee only to remember 2 hours later that they took the day off.

8.0 You have that questionable employee who is never around when need him

9.0 Your tired of killing trees and wasting paper on printed timesheets

10.0 You would rather go to the dentist then process payroll.

Sound familiar? If so, our experts with over 20 years in the Web-based timekeeping industry experience are excited to hear from you. We understand organizations aren't cut from the same mold, that's why Hour Timesheet lets you define your integration needs. Choose from QuickBooks, Paychex, ADP or Deltek....our software lets you connect with just about anyone, anywhere.

"Absolutely the best web-based timekeeping software on the market today"

$3/user with NO setup Fees, NO support fees and NO contract.

Start your 30-day free trail now.

The A – Z Of Timekeeping

Audit trail – know where, when & who updated each timesheet entry. Accountability is important.

Back-end business logic – leave the thinking to us. Restrict overtime, late entries, absentees & more.

Correction timesheets –it’s all about the documentation.

DCAA compliant timekeeping software – 25+ years of experience. Take care of your business and leave compliance to us.

Email reminders – daily alerts, your employees can’t forget.

Free trial – 30-day no obligation free trial included when you sign up.

Growing profits – with the price per user so low, you’ll be increasing your bottom line in no time.

Helpful user guides – includes a detailed step-by-step guide of everything you need to know

Integration with payroll – simple one-click timesheet imports to top 3rd party payroll solutions

Job tracking – stay informed. The who, what when and why of project management.

Knowledge base – easy to access on our website.

Leave management – let us track your employee leave balances.  Delete that excel spreadsheet.

Manager approvals – sign one or sign them all. Supervisors will find this task easy as pie.

No credit card required – no obligations when you sign up for the free 1-month trial.

Overtime tracking – take control of your employees. No more surprises after payroll processing

Price - $3/user with a 10-user minimum.

QuickBooks compatible – simple integration with online and desktop versions.

Rely on use – your timekeeping experts.

Summary of hours – fingers & toes aren’t needed. We provide a simple graphical interface for you.

Timesheet options – weekly, biweekly, semi-monthly and monthly. You choose.

Uncompensated pay – track all your employee time, know where those extra hours are going.

Vendor tracking – tracking 1099’s is simple. Contractors, consultants are both included.

Web-based access – anywhere, anytime. All you need is the internet.

X-tra care –our support team loves to help and we look forward to exceeding your expectations.

You won’t regret it – sign up now and see what everyone else is talking about. It’s almost too easy!

Zero cost for 30-days – Once again…. why not give us a try? We guarantee you’ll love it.

Timekeeping Is Crucial To Your Business. Learn Why!

Why is time so important to a business? We pay our employees by time, we bill our clients by time. Our vacations are tracked by time. All successful businesses know how to manage time! It starts with web-based time tracking. With a good time and attendance tool, employers have access to tardy employees, attendance tracking, job costing and instant payroll summary information. Think about it. How much time does your payroll staff spend on the following?

  1. Correcting math errors on timesheets
  2. Tracking down late timesheets
  3. Manually entering employee payroll data

With the correct time and attendance tool, these tasks are simple. Let technology work for you. Work smarter…. not harder.  Hour Timesheet was created for you; with your origination in mind. We have created a simplified solution that captures your complex situations. Give us a try FREE for 30 days. No credit card required. Our experts with over 20 years of industry experience are waiting to hear from you now.  Hour Timesheet includes a QuickBooks timesheet import sync that makes your payroll process a snap!