Alternatives to QuickBooks Time

For the accountant or bookkeeper who needs reliable DCAA Compliant Timekeeping Software, the decision can be overwhelming. With so many options on the market, it can be difficult to decide which software is the right fit for your business. QuickBooks Time is one of the more popular solutions, but it may not be the best option for you. This article will explore the alternatives to QuickBooks Time and explain why Hour Timesheet is the better choice.

Hour Timesheet is a full DCAA compliant time and attendance software that is designed to provide a comprehensive solution to time tracking and FAR compliance. This article will provide an in-depth look at the features of Hour Timesheet and compare them to the features of QuickBooks Time. We will also discuss the advantages of using Hour Timesheet over QuickBooks Time, and why it is the best solution for your business. Read on to learn more about the alternatives to QuickBooks Time and why Hour Timesheet should be your timekeeping software of choice.

Why Consider Alternatives to QuickBooks Time?

QuickBooks Time is a great tool for tracking employee time and scheduling, but it does not meet all of the requirements to be DCAA compliant. While QuickBooks Time offers features such as time tracking, payroll integration, and mobile app access, it lacks certain features that are necessary for DCAA compliance.

QuickBooks Time does not provide detailed audit trails.
QuickBooks Time does not offer the ability to restrict charge codes to employees.
QuickBooks Time does not include strong security protocols to protect sensitive employee data from unauthorized access or tampering.
Finally, customer support is another area where QuickBooks Time could use improvement, some common issues reported include:
- Resolution delays
- Inconsistency in support quality
- Long wait times

Features and Benefits of Hour Timesheet

Hour Timesheet offers a variety of features and benefits that make it the superior choice for accountants and bookkeepers.

DCAA Compliance

DCAA compliance is crucial for businesses and contractors planning to bid for government contracts or those working on existing government projects. Comprehensive DCAA compliance makes it clear that the business has all the necessary documented procedures and policies in place, ensuring those procedures are fully adhered to and proves the business meets the nuanced requirements of the DCAA. Hour Timesheet is a full DCAA compliant time and attendance software that meets all the requirements of FAR, CAS, and GAAP. The software also includes features such as electronic timesheets, timesheet approval systems, balance tracking, billable project calculations, integration with accounting software programs, reporting and analytics capabilities, etc., making it an ideal solution for businesses looking to achieve DCAA compliance.

Cost Efficiency

Cost efficiency is an essential part of any business, and accountants and bookkeepers play a crucial role in achieving this goal. Cost accounting helps businesses identify areas where expenses can be reduced or better managed, ultimately improving the efficiency of operations. Cost accounting also provides valuable and relevant cost information to different levels of management to aid their decision-making process. Hour Timesheet makes it easy to track time spent on tasks, projects, and clients, helping businesses identify costly areas and devise strategies to reduce them. The software also offers an approval system for timesheets which ensures accuracy and compliance with labor laws. All these features help businesses make informed decisions that lead to increased profitability.

Ease of Use

Ease of use in timesheet software is a critical factor for accountants and bookkeepers, as it directly impacts their productivity and the overall efficiency of their work. Hour Timesheet offers a user-friendly interface that simplifies the process of tracking and recording employee working hours. This, in turn, streamlines payroll processes, enhances productivity, and provides valuable insights into employee performance and project profitability.

The software also eliminates manual data entry errors through its integration with other business tools like project management software, payroll systems, or employee scheduling platforms. Finally, Hour Timesheet provides comprehensive training and ongoing support to ensure employees are well-versed in using the time reporting system. All these features make Hour Timesheet an ideal solution for businesses looking for an easy-to-use alternative to QuickBooks Time.

Superior Customer Support

Superior customer support is essential for accountants and bookkeepers, as it not only helps them in retaining clients but also in building long-lasting professional relationships, improving their reputation, and increasing their revenue. Customer support in the accounting and bookkeeping industry encompasses several aspects, such as effective communication, proactive service offerings, leveraging technology, and delivering timely services.

Hour Timesheet offers superior customer support that sets it apart from its competitors. The software provides a dedicated team of professionals with expertise in the accounting and bookkeeping sector who can help users understand the system’s features and resolve any issues quickly. The software also offers regular updates that keep users informed on the latest developments in the industry, helping them stay ahead of the competition. Finally, Hour Timesheet offers an intuitive user interface that makes onboarding new employees much easier. All these features make Hour Timesheet an ideal choice for businesses looking for superior customer support.

Conclusion

Accountants and bookkeepers need reliable software to manage their time tracking and timesheet management tasks. QuickBooks Time is one of the more popular solutions on the market, but there are alternatives that offer a more comprehensive set of features tailored to specific accounting and bookkeeping needs. Hour Timesheet is a full DCAA compliant time and attendance software that provides a comprehensive solution for these tasks. It offers features such as cost efficiency, enhanced decision-making, superior customer support, integration with other business tools, electronic timesheets, reporting capabilities, etc., making it the ideal choice for businesses looking for an alternative to QuickBooks Time.

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Hour Timesheet can Simplifies Time and Attendance for Government Contractors

Economic uncertainty is something that affects everyone, especially small business owners. Government contractors are no exception, and the current climate only heightens that uncertainty. However, there are ways to mitigate risk and take advantage of growth opportunities. A robust time and attendance software can help companies navigate these uncertain times by providing the necessary data and tools to make informed decisions. Continue reading to learn how Hour Timesheet can help simplify Time and Attendance for Government Contractors.

Ensure Compliance in Time and Attendance for Government Contractors

One of the fundamental ways that time and attendance software can help government contractors is by ensuring that timekeeping is accurate and in compliance with complex government regulations. The consequences of non-compliance can be severe, leading to penalties, damaged reputation, and even losing valuable contracts. With a robust time and attendance system, companies can track and verify hours worked, overtime, compensatory time, and leave, ensuring that everyone gets paid correctly, and the company stays in compliance with regulations.

Increase Workforce Efficiency and Productivity

Time is a scarce resource, and government contractors need to ensure that their workforce is maximally productive to stay competitive. By implementing a time and attendance software, companies can automate manual workforce management tasks like scheduling, time-off requests, and shift management. Doing so can significantly reduce administrative workload while improving employee engagement and satisfaction.

Accurately Calculate Indirect and Direct Costs for Government Contractors

Inaccurate workforce costing can lead to overspending and hurt profits in government contracting. By tracking personnel costs down to the project and cost center level, contractors can make better decisions about resource allocation, proposal pricing, and lower indirect costs. Time and attendance software can also help government contractors better understand the return on investment of their workforce and optimize their workforce. Further, using a time and attendance system that delivers real-time data can reveal areas where they are costing excessively, thus enabling contractors to make informed decisions that improve their bottom line.

Increase Data Accuracy and Security

One persistent challenge that government contractors face is ensuring data accuracy and security. Time and attendance software can help resolve these issues as the best solutions offer several tools created to secure data accuracy and security. These include biometric authentication, time-logging tools that offer capture images, self-service portals that allow employees to check their data to help catch errors early, and strong firewalls that discourage unauthorized access. With the right software, government contractors can minimize risks and ensure data integrity.

Easy Integration With Financial and HR Systems

Lastly, a competent time and attendance system can work seamlessly with other systems in a company, helping to streamline business operations. Government contractors can easily integrate their accounting, financial, and HR system with a time and attendance tool. Integrations improve data accuracy across all business functions, save time, and the accuracy of reports.

Conclusion:

In times of economic uncertainty, data and analytics are essential for government contractors to prosper. By implementing time and attendance software such as Hour Timesheet, government contractors can take advantage of data and insights. It provides the necessary tools to make informed decisions, comply with government regulations, and optimize labor costs. With so many benefits to reap, implementing a time and attendance system is a wise move that will set your government-contracting business up for success. Start your free trial today to see how learn how Hour Timesheet simplifies Time and Attendance for Government Contractors.

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The Keys Understanding DCAA Compliance

The term ‘DCAA compliance’ when referring to your timekeeping procedures is often just thrown around. But what is DCAA compliance, and what does it mean for your business? If you don’t understand what that means, Keep reading this blog post for assistance for keys to understanding DCAA Compliant Timekeeping

What Is the DCAA?

What does DCAA stand for? Simply put, DCAA stands for Defense Contract Audit Agency. This is the federal government agency responsible for conducting DCAA audits of the Department of Defense (DoD) contracts. Its purpose is to review all contracts with outside vendors and suppliers to ensure that taxpayer money is being spent in the most appropriate manner. With approximately 7,500 contractors being reviewed and audited every year, the agency’s responsibilities are substantial making Understanding DCAA Compliance critical for government contractors.

As imagined, the DoD is very strict about its rules and regulations surrounding DCAA compliance and timekeeping. The DoD will award government contracts to businesses that use web-based timekeeping if they meet all requirements.

For companies seeking government contracts, adhering to the DCAA requirements is imperative. Those that are found to be noncompliant with the agency’s standards run the risk of being hit with significant penalties. These run the gamut from termination of contracts to fines to prison time depending on the severity of the infractions. One of the most severe consequences of noncompliance is debarment, which means the contractor in question is no longer allowed to be considered for future federal contracts.

What Is an Audit and How does it Relate to Understanding DCAA Compliance?

Audits and reviews are the primary method the DCAA uses to determine whether or not a contractor is complying with the appropriate standards. What is a DCAA review? These typically examine a wide range of items, including direct costs, indirect cost pools, allowable costs and more.

There are a wide range of audits that a contractor may be subjected to, depending on the nature of the standards being looked at and the possible infraction. For example, audits may include:

Pre-award surveys — These reviews are conducted primarily to determine whether or not the contractor’s accounting system is up to DCAA standards. They typically involve the contractor demonstrating the system for an auditor.
Forward pricing — Under this type of audit, the DCAA evaluates the contractor’s estimate of the project’s cost. They are usually performed before the contract is awarded.
Incurred costs — These audits determine how accurate a contractor’s annual allowable cost representations are. This is performed after the awarding of the contract to ensure what the contractor has estimated the costs to be is truly what was quoted.

Keys to Understanding DCAA Compliance

Referring to Federal Acquisition Regulation and Cost Accounting Standards, respectively, FAR and CAS are rule sets used by the DCAA to establish its standards. FAR represents the guidelines for government procurement and is used by all federal agencies whenever purchasing goods or services. On the other hand, CAS refers to the rules used to establish consistency for government contractors’ cost accounting practices. This includes outlining how charges to contracts can be made and exactly what can be charged to them. Both of these frameworks inform and influence the DCAA regulations. Keys to Understanding DCAA Compliance are below.

1. The company must document all timekeeping procedures in a policy or procedure handbook.

The employee handbook must address all critical elements of an adequate timekeeping system. Companies must provide all employees with an up-to-date policy or procedure handbook regarding time entry procedures.

2. Every employee must record all of his/her time daily.

Attempting to track time worked in advance or days after the fact is not acceptable. Hour Timesheet comes equipped with reminders and alerts to ensure employee time is entered daily. This means that no matter the size of the company, Hour Timesheet is equipped for every employee to track time. This DCAA timekeeping feature is especially useful for any companies participating in SBIR and STTR programs. They may be smaller businesses, but they must ensure they remain DCAA compliant to qualify for their funding.

3. All employees must record 100% of the time worked.

Whether working on a government contract or commercial work, all time worked must be accounted for. With the Hour Timesheet mobile app the employees and 1099’s can add time from anywhere, whether they’re working from home or the office.

4. Employees must record all indirect time not identifiable to a given project to proper indirect cost accounts (Overhead, G&A, B&P, R&D, etc.)

One example of an indirect cost is overhead. This usually includes the indirect costs involved in support operations or direct production. These costs are directly related to a project or projects. However, they cannot be allocated to one specific contract. This is because they overlap across many different projects.

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

Hour Timesheet allows for leave tracking any kind

6. The system administrator(s) should initiate all job codes that appear in the timekeeping system.

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

7. All timesheet entries must be recorded by the employee.

An employee must record their time based on work completed. They should track all time entries, irrespective of whether the time is billable or non-billable. This must happen daily.

8. Employees must charge to the appropriate project

Whenever the employee completes work or tasks, they must charge it accurately and directly to that project. Hour Timesheet can be setup to restrict which codes an employee can charge their time; therefore, an employee cannot charge to a project they have not been assigned.

9. Employees may not work on indirect tasks and record time as direct costs

An indirect task is work that is not explicitly tied to a project. To remain DCAA, compliant employees must never charge the time it takes to complete these tasks to any project. This would violate DCAA compliance and regulations.

10. The employee is required to initiate all correction timesheet entries.

The employee must record all corrected timesheet data that includes a detailed audit trail. An audit trail is critical to remaining DCAA compliant.

The employee’s supervisor must approve every correction time entry in a detailed report, in the event of a DCAA audit.

In the unusual circumstances where the employee cannot make the changes to timesheets, then the HTS administrator may make such changes with the employee’s consent. The DCAA may analyze each entry on an employee’s timesheet. Thanks to your detailed audit trail, the DCAA will see who edited a time card after it was submitted. They will also be able to see when the changes were made, and why. Hour Timesheet creates an un-editable audit log that proper documentation. This activity log will include all of all the additions, deletions, approvals, and modifications made to your employees’ timesheets.

11. The employee’s supervisor must approve all employee timesheet data.

Each timesheet requires two signatures, in order to comply with DCAA compliance regulations. Hour Timesheet allows for online signatures at both the employee and manager levels.

12. All employees should be provided documented timekeeping training.

The company’s employee handbook or new-hire orientation program typically includes this training. Either way the employee should become familiar with the company’s timekeeping policy before they begin working.

13. In order to be DCAA compliant, the company must retain timesheet data for at least two years.

That means the company must be keep their files in a secure and easily accessible location. Should the DCAA require you to produce copies of your timesheets, they should be available. Hour Timesheet keeps the timesheets indefinitely for all employees, current, and past.

14. The company must conduct audit or floor checks randomly throughout the year to monitor employee timekeeping compliance.

Unfortunately, not knowing the keys to understand DCAA timekeeping compliance is one of the primary reasons government contractors fail an audit. Hour Timesheet can help. We have the employee and contractor time tracking experience to ensure total compliance. Sign up for Hour Timesheet today and work with an experienced implementation rep to review your account for total compliance. All for FREE.

We Can Help

What is DCAA accounting, and how can you ensure your organization is in compliance? Choosing Hour Timesheet’s solutions for your timekeeping provides you with a DCAA-compliant answer that is easy for you and your employees to use. Our simple, real-time time-tracking platform gives you the tools and resources needed to stay compliant and prepared for any audits that might come your way. To learn more about our software the Keys to Understanding DCAA Compliance and what it can do for you, reach out and speak with one of our representatives today.

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Is QuickBooks a DCAA Approved Accounting System?

When you are in the business of federal government contracts, DCAA compliance is non-negotiable. DCAA stands for the Defense Contract Audit Agency. QuickBooks provides an accounting package that is well suited for small to mid-sized businesses, but often, the question arises; Is QuickBooks a DCAA Approved Accounting System?. QuickBooks offers two options and several different versions depending on your unique business requirements. QuickBooks offers both a desktop solution and an online tool, and either can be set up to be DCAA/Federal Acquisition Regulation (FAR) Compliant, especially with our DCAA compliance checklist. The keys are Job Costing and Labor Distribution.

DCAA Contracts

Potential government contractors who wish to bid on certain types of contracts should know that although the contracts vary, there is a difference between direct costs and indirect costs.

A direct cost is a cost that can be tied directly to the production of goods or services. A direct cost may be variable. An example of a direct cost is labor cost or manufacturing supplies.
Indirect cost allocations include overhead expenses such as rent and insurances and general expenses like accounting department costs. Indirect costs are harder to pin down and harder to allocate to a specific project or item. Using a timesheet tracking application in conjunction with an accounting package like Quickbooks, you can better control the indirect cost allocations, particularly for general and administrative expenses, to the correct cost objective.
One type of DCAA contract is called a cost reimbursable contract, where the direct cost and a percentage of the indirect costs are paid. This type of contract requires the accounting system approval under FAR subpart 16.3.

What is QuickBooks? And Is QuickBooks a DCAA Approved Accounting System?

QuickBooks is an accounting software solution that allows for integration across multiple platforms to make payroll quick and easy. They have two main products that make their service worthwhile.

QuickBooks Desktop

This interface of web-based time tracking software and payroll makes QuickBooks Desktop an ideal tool for DCAA Compliance. We base this on our experience with hundreds of clients over several decades. Furthermore, the QuickBooks Desktop integrated payroll module permits the charging of time directly to the General Ledger. This includes Customer, Job, and Service Items, which are immensely beneficial.

QuickBooks Online

QuickBooks Online is a cloud-based solution that is not, at the outset, designed to meet the FAR and DCAA requirements and has some limitations. The good news is that there are ways to make the QuickBooks Online system meet all the government’s requirements without too much effort.

What is DCAA Compliant Accounting Software?

DCAA-compliant accounting software is software that meets DCAA requirements. Your chosen accounting package – in this case, QuickBooks is set up to meet the requirements. Timekeeping and the allocation of costs are of particular importance. Consequently, QuickBooks Time Tracking software integration is an essential aspect of DCAA compliance.

Refer to DCAA compliance explained for more information.

Any accounting package set up to meet compliance requirements will be subject to strict internal controls to ensure financial integrity. One of these internal controls should be an internal accounting system audit regularly. There should also be regular checks on a monthly basis to see that all the income and expenditures balance.

The Benefits of Being DCAA Compliant for Small Businesses

If you are DCAA compliant, you may be one step closer to securing funding from the federal government programs SBIR and STTR. These programs gear towards supporting innovation and technology in small businesses. Integrating Hour Timesheet’s DCAA-compliant timesheet with QuickBooks will be invaluable in pursuing this kind of opportunity.

Is QuickBooks DCAA Compliant?

Yes, QuickBooks can be set up to be DCAA compliant, but it doesn’t automatically meet DCAA standards and requires additional configuration to be compliant. Certain elements of the software do meet the standards, including the ability to properly segregate direct costs from indirect costs. This can be accomplished by using the software’s reporting features to separate costs by project as well as items versus expenses. When searching for DCAA-compliant accounting software, QuickBooks also operates under general ledger control, which is required under the standards. Another example of how the platform conforms with DCAA standards is its support of separating preproduction costs in a number of ways.

On the other hand, as a DCAA-compliant accounting system, QuickBooks as it is distributed falls short in a number of ways. For instance, it does not automatically calculate indirect rates per your company’s rate structure. It also fails to offer time tracking capabilities required to identify employees’ work according to intermediate or final cost objectives. Satisfying these and other requirements calls for expert configuration of the platform as well as integration with time tracking software that provides additional functionality. These are areas in which Hour Timesheet’s solutions can be of exceptional benefit to your enterprise. We provide you with the expertise necessary to make the most of your QuickBooks setup and ensure you are making QuickBooks DCAA compliant.

There are three areas to consider:

Chart of Accounts establishment
Flow of transactions
Cost and Computations

It’s important to note that one should always bear Generally Accepted Accounting Principles (GAAP) in mind when analyzing your accounting system.

Even if you understand all the regulations, it is still best to refer to the DCAA compliance checklist. Where possible, seek professional assistance! Be ready to implement policies and procedures that need to be applied consistently across your business.

Keys to Compliance

Employee time tracking posted daily with required explanations for edits and record locking.
Printable timesheet reports.
Policies & Procedures oriented toward FAR Compliance Criteria found in DCAA’s SF-1408 pre-award audit checklist.
Consistently applied labor dollar distribution accommodating uncompensated OT for salary exempt personnel.
Indirect Cost Pools and the ability to compute and forecast Indirect Rates applied to Direct Costs under Cost Reimbursable Awards.
Progress billing + Cumulative dollar values reported against award ceilings tied to cost proposals.
Identification and segregation of Unallowable Costs as defined per FAR 31.205.

This isn’t a comprehensive list, but it gives a good idea of what to expect. One of the best ways to help navigate QuickBooks DCAA compliance with timekeeping and accounting systems is to partner with a company that has a demonstrated knowledge of government contracts. It can also be helpful to review multiple services and look for important features in DCAA compliant time tracking systems.

What Happens if You Fail a DCAA Audit?

You may lose your contract or face a suspension of payment. Be assiduously aware of remaining compliant. Floor checks are routine, and timekeeping records are an essential part of your compliance. A floor check is the DCAA’s way of verifying your employees.

One way to help ensure you pass your DCAA audit is to get any requested information to your auditors quickly. This can speed up your audit, and help ensure the DCAA auditor has all the information they need. In order to do this, it’s best practice to keep excellent records and track every process and transaction. Hour Timesheet allows businesses to keep these kinds of records, in a convenient, cloud-based place.

Is QuickBooks a DCAA Approved Accounting System? Let Hour Timesheet help!

Hour Timesheet isn’t just a timekeeping software provider for government contracts looking to pass a DCAA audit. We also partner with dozens of CPA firms and consultants who can assist you with the entire life cycle of getting a DCAA-approved accounting system. Call Us Today! We can introduce you to our extensive list of experienced partners and answer the million dollar question…Is QuickBooks a DCAA Approved Accounting System?

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QuickBooks Time Tracking Integration

If you and your employees are sick of manually tracking timesheets, job costing, payroll, leave tracking, mobile time tracking and location tracking while staying DCAA-compliant and FAR-compliant, Hour Timesheet is here for you with time tracking for QuickBooks.

Hour Timesheet has created the ideal timekeeping software compatible with QuickBooks. You can integrate all your data with QuickBooks Online or QuickBooks Desktop with just a click, which removes the hassle of manual entry on either side.

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QuickBooks Time Tracking Integration

Hour Timesheet is all about saving you time, so you can spend that precious resource in more productive ways than tracking what you’re doing with it. As a timesheet software that integrates with QuickBooks, everything is simplified, automated, and easy for you and your employees to use without a lot of extra training.

Even better, our support team can help every step of the way. Because it is DCAA-Compliant and FAR-compliant, our software can help you maintain regulatory compliance so you can focus more on providing excellent customer service. You won’t have to track these things manually with our software:

Clocking in and out
Location tracking
Job costing
Time off requests
Billable and non-billable hours
Remote work time
Travel time
3rd-party approvals
Payroll integration
Time used on various projects

Hour Timesheet’s QuickBooks time tracking integration is easy for all your employees to use, whether they are full-time, part-time or contract workers. This way, you can keep up with a demanding project schedule in multiple locations without worrying about time lost.

Timesheet Software Compatible With QuickBooks

As work changes and becomes a mix of mobile, remote and in-office work, companies need a flexible, accurate and simple way to track, account for, and analyze time and attendance and payroll data. That’s why we created time tracking software that integrates with QuickBooks.

Hour Timesheet gives you the power to do that and more, with expert customer support that makes integrating with QuickBooks a snap. Our customer support team is well versed in the needs of government contractors bidding on projects that require DCAA compliance, which makes us unique in the world of time and attendance software.

Our software empowers companies big and small with accuracy, fewer headaches, and broader insight into their time and payroll data. Plus, the smooth integration with QuickBooks gives you more ways to analyze your data, reduce waste and more effectively get the job done.

In addition to integrating with QuickBooks, our software also integrates with other applications, including Paychex, ADP, and more. Start tracking time the easy way, with no hidden fees, no contract and excellent customer support.

DCAA Compliance With QuickBooks Software

When you are in the business of federal government contracts, DCAA compliance is non-negotiable. DCAA stands for the Defense Contract Audit Agency. QuickBooks provides an accounting package that is well suited for small to mid-sized businesses looking for DCAA compliance. QuickBooks offers two options and several different versions depending on your unique business requirements. QuickBooks offers both a desktop solution and an online tool, and either can be set up to be DCAA/Federal Acquisition Regulation (FAR) Compliant, especially with our DCAA compliance checklist. The keys are Job Costing and Labor Distribution.

DCAA Contracts

Potential government contractors who wish to bid on certain types of contracts should know that although the contracts vary, there is a difference between direct costs and indirect costs.

A direct cost is a cost that can be tied directly to the production of goods or services. A direct cost may be variable. An example of a direct cost is labor cost or manufacturing supplies.
Indirect cost allocations include overhead expenses such as rent and insurances and general expenses like accounting department costs. Indirect costs are harder to pin down and harder to allocate to a specific project or item. Using a timesheet tracking application in conjunction with an accounting package like QuickBooks, you can better control the indirect cost allocations, particularly for general and administrative expenses, to the correct cost objective.
One type of DCAA contract is called a cost reimbursable contract, where the direct cost and a percentage of the indirect costs are paid. This type of contract requires the accounting system approval under FAR subpart 16.3.

What is QuickBooks?

QuickBooks is an accounting software solution that allows for integration across multiple platforms to make payroll quick and easy. They have two main products that make their service worthwhile.

QuickBooks Desktop

QuickBooks Online

What is DCAA Compliant Accounting Software?

Refer to DCAA compliance explained for more information.

The Benefits of Being DCAA Compliant for Small Businesses

If you are DCAA compliant, you may be one step closer to securing funding from the federal government programs SBIR and STTR. These programs gear towards supporting innovation and technology in small businesses. QuickBooks with Hour Timesheet will be invaluable in pursuing this kind of opportunity.

Is QuickBooks DCAA Compliant?

Yes, QuickBooks can be set up to be DCAA compliant. There are three areas to consider:

Chart of Accounts establishment
Flow of transactions
Cost and Computations

It’s important to note that one should always bear Generally Accepted Accounting Principles (GAAP) in mind when analyzing your accounting system.

Keys to Compliance

Employee time tracking posted daily with required explanations for edits and record locking.
Printable timesheet reports.
Policies & Procedures oriented toward FAR Compliance Criteria found in DCAA’s SF-1408 pre-award audit checklist.
Consistently applied labor dollar distribution accommodating uncompensated OT for salary exempt personnel.
Indirect Cost Pools and the ability to compute and forecast Indirect Rates applied to Direct Costs under Cost Reimbursable Awards.
Progress billing + Cumulative dollar values reported against award ceilings tied to cost proposals.
Identification and segregation of Unallowable Costs as defined per FAR 31.205.

This isn’t a comprehensive list, but it gives a good idea of what to expect. One of the best ways to help navigate DCAA compliance with timekeeping and accounting systems is to partner with a company that has a demonstrated knowledge of government contracts. It can also be helpful to review multiple services and look for important features in DCAA compliant time tracking systems.

What Happens if You Fail a DCAA Audit?

We Can Help

Hour Timesheet isn’t just a timekeeping software provider for government contracts looking to pass a DCAA audit. We also partner with dozens of CPA firms and consultants who can assist you with the entire life cycle of getting a DCAA-approved accounting system. Give us a call today! We can introduce you to our extensive list of experienced partners.

DCAA Compliant Timesheet Integration with QuickBooks and ADP

3 Solutions Working Together – If you use ADP as your payroll provider and do your invoicing in QuickBooks, you’re in luck. The Hour Timesheet integration with QuickBooks and ADP is simple and fully DCAA Compliant. This time tracking software gives you everything you need to track time & attendance, create invoices, and do payroll in minutes without having to key in data.

Hour Timesheet includes a feature-rich time and attendance solution and mobile functionality that is geared for small businesses. Our SaaS solutions give your organization affordable, easy-to-use web-based solutions. Plus, our timekeeping software is fully DCAA compliant. Our professional services are designed to help your time tracking and accounting stay organized and prepared in the event of a DCAA audit.

Main Features & Benefits of Hour Timesheet Payroll Integration

Mobile App (iOS and Android) –Hour Timesheet offers mobile time tracking in the Hour Timesheet Mobile App. As a result, Hour Timesheet integration with QuickBooks and ADP is easier than ever.

Managing Employee Leave – Manage leave balances, track leave or time off requests, and more directly in Hour Timesheet’s software. All data is stored and tracked, and easily transferable between platforms.

Manage Overtime Hours- Aside from tracking regular hours and job performance, the time tracking software complies with all DOL overtime regulations.

Job Costing – Track and manage job costs, labor costs, and other information directly on the platform. You can view employee profiles, job codes, and other payroll processes.

Quick Access to Time Cards – Hour Timesheet is a SaaS solution, so employee timesheets are stored safely. To-the-second, real-time data is ready and available on the cloud whenever you need it. Hour Timesheet makes extra efforts to ensure all employee time entries are accurate, on time, and employee attendance can improve.

Daily Time Entry Reminders – Hour Timesheet uses daily reminders and notifications to ensure all employees are tracking time as they’re doing it, rather than after the fact.

Location Tracking – Available on the Hour Timesheet mobile app, managers can keep track of employee location when working at home or off-site.

Quick Payroll Processing – With Hour Timesheet and ADP Platform integration, you eliminate the double-entry of data and ensure that your staff is paid accurately and on time.

Time To Eliminate Data Entry For Good – The QuickBooks “one-click” sync imports employee data and customer/job data into Hour Timesheet for quick employee profile setup. No more manual data entry for every new job or contract.

Decades of Experience At Your Fingertips

The 25 years of experience you get by choosing Hour Timesheet means that you’ll have experienced, knowledgeable customer service at your fingertips. We’re always ready and eager to help you troubleshoot your way through any problem or figure out new ways we can help your business succeed! Even if you’re not a government contractor looking to achieve DCAA compliance and prepare for DCAA audits, Hour Timesheet can help your business save time. If you’re unsure, request a demo today to see what Hour Timesheet can do for your business.

Detailed Audit Trail
Daily Timesheet Reminders
Correction Timesheet Workflow
Required Reason for late or edited entries
Supervisor Approvals

Looking for Hour Timesheet integration with QuickBooks or ADP?

support@hourtimesheet.com

Want Help With Your Account?

If you’d like help getting the ADP or QuickBooks Time Tracking integration setup, we’ve got you covered. We’ll be right there with you via phone, email, or screen-sharing session to make sure you are successful. Call us anytime at 832.942.9556.

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QuickBooks Desktop Timesheet Integration

If you are a loyal QuickBooks Desktop user, you certainly understand it has some benefits not available on other platforms. Though the push has been for everything to be cloud-based, you know that QuickBooks Desktop serves your needs. The good news is that Hour Timesheet’s time tracking software flawlessly integrates with QuickBooks Desktop. This integration of systems ensures that your time tracking and financial efforts for your small business can be as accurate as possible, adhere to DCAA protocols, and not take all afternoon copy-pasting from spreadsheets!

Hour Timesheet + QuickBooks Desktop integration tool – how does it work?

As an Hour Timesheet client, our DCAA compliant software will seamlessly import all your timesheet data to the QuickBooks desktop employee time tracking feature. We will utilize the QuickBooks Web Connector to update your data to and from your QuickBooks file. This data will include some of the following information:

Customers & jobs
Payroll items
Classes
Services

What are the advantages of QuickBooks desktop integration?

1. Eradicate Charging Errors

QuickBooks Desktop integration with Hour Timesheet tightens employee time tracking. That’s because it only authorizes the charge codes that you, the manager, have allowed. From customer jobs and classes to types of leaves and service items, if you’ve not approved it, employees will not be able to charge them.

2. Eliminate lost timesheets

The days of lost timesheets are a thing of the past. Using Hour Timesheet Integration with QuickBooks Desktop alongside with the web connector, managers can view all timesheets from vendors to employees at any time of the day. Each timesheet can be signed by a single manager or by several depending on the approval needs.

3. Eradicate Manual Entry

QuickBooks Desktop app eliminates the need for a time-consuming manual entry. It features 2-way data sync. This means information such as employees, vendors, customers/jobs, classes, service, and payroll items only need to be entered once into QuickBooks. With a single click, the data is populated into Hour Timesheet using QuickBooks Web Connector. This means, no more exporting and uploading spreadsheets all the time to just to see data in both Hour Timesheet and Quickbooks.

4. Does Away with the Shock of Overtime

The desktop app allows employees to track time by payroll items. They can handle unplanned overtime with real-time reporting features that include daily summary reports. This allows for both employees and managers up-to-date data to make informed decisions about overtime work.

QuickBooks Desktop app

We hope we’ve given you a better understanding of how Hour Timesheet flawlessly integrates with QuickBooks Desktop. Together they offer the best most user-friendly DCAA time tracking compliant software on the market.

DCAA Compliance Explained

The term ‘DCAA compliance’ when referring to your timekeeping procedures is often just thrown around. If you don’t understand what that means or how to verify that you are DCAA compliant, Hour Timesheet can help.

Simply put, DCAA stands for Defense Contract Audit Agency. This is the federal government agency responsible for conducting DCAA audits of the Department of Defense (DoD) contracts. As imagined, the DoD is very strict about its rules and regulations surrounding DCAA compliance and timekeeping. The DoD will award government contracts to businesses that use web-based timekeeping if they meet all requirements.

1. The company must document all timekeeping procedures in a policy or procedure handbook.

2. Every employee must record all of his/her time daily.

3. All employees must record 100% of the time worked.

4. Employees must record all indirect time not identifiable to a given project to proper indirect cost accounts (Overhead, G&A, B&P, R&D, etc.)

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

Hour Timesheet allows for leave tracking any kind

6. The system administrator(s) should initiate all job codes that appear in the timekeeping system.

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

7. All timesheet entries must be recorded by the employee.

An employee must record their time based on work completed. They should track all time entries, irrespective of whether the time is billable or non-billable. This must happen daily.

8. Employees must charge to the appropriate project

9. Employees may not work on indirect tasks and record time as direct costs

10. The employee is required to initiate all correction timesheet entries.

The employee must record all corrected timesheet data that includes a detailed audit trail. An audit trail is critical to remaining DCAA compliant.

The employee’s supervisor must approve every correction time entry in a detailed report, in the event of a DCAA audit.

11. The employee’s supervisor must approve all employee timesheet data.

Each timesheet requires two signatures, in order to comply with DCAA compliance regulations. Hour Timesheet allows for online signatures at both the employee and manager levels.

12. All employees should be provided documented timekeeping training.

13. In order to be DCAA compliant, the company must retain timesheet data for at least two years.

14. The company must conduct audit or floor checks randomly throughout the year to monitor employee timekeeping compliance.

Unfortunately, DCAA timekeeping compliance is one of the primary reasons government contractors fail an audit. Hour Timesheet can help. We have the employee and contractor time tracking experience to ensure total compliance. Sign up for Hour Timesheet today and work with an experienced implementation rep to review your account for total compliance. All for FREE.

Features To Look For In DCAA Compliant Time Tracking Software

Government contractors that are hoping to get awarded projects from the government have to comply with the regulations set in place by the DCAA. The Defense Contract Audit Agency outlines exactly how businesses should be tracking their time and documenting accounting when working on a government project. The DCAA will audit companies, and ensure they are following these guidelines. The DCAA compliant timekeeping procedures can be tricky to navigate, which is why Hour Timesheet has compiled a DCAA compliance checklist. This makes it easy to prepare for an audit, and make sure your company is in line with DCAA regulations.

DCAA Compliance and Time Tracking

Let’s say you’re looking for a long-term solution to DCAA compliance. Time tracking is a big part of many businesses, and adding in DCAA compliance makes the process lengthy and tiresome. Luckily, companies like Hour Timesheet exist to make it easy for businesses. You don’t have to worry if your time tracking meets DCAA requirements, because we’ve already done it for you. Even if you’re already using QuickBooks, and you’re just looking for some extra help – Hour Timesheet can integrate directly with QuickBooks.

What type of firm needs time tracking software? Most employers who hire hourly employees need to know the number of hours each employee has worked so that payroll can be calculated properly. Government contractors have a different set of rules and are required to track time, both hours for exempt and non-exempt employees. They also have certain rules in place involving tracking indirect costs, such as labor costs. Even organizations that only hire salaried employees have a need to track projects or tasks for successful project management. That’s why finding the right time and attendance software is critical to your bottom line.

What to Look for When Evaluating a DCAA Compliant Timekeeping Software? When researching tools, it’s important to make sure the software that you are evaluating meets certain criteria. Whether you’re an organization with salaried employees, or government contractors hoping to win a government contract, it’s important to partner with companies you can trust. Here are some things to look for when searching for a timekeeping system:

Reminders to Track Time Daily

It’s common for employees and contractors to forget to track time, which can cause a lot of issues for DCAA audit trails. Hour Timesheet offers daily reminders to track time and ensure it’s getting done accurately.

Online Approvals

Whether it’s approvals for time log edits or approvals for charge codes, it’s important to have a timekeeping system that allows approvals online.

Mobile Access (iOS and Google Play)

Managers can access Hour Timesheet from any computer, or through the mobile app, and submit approvals online.

Detailed Audit Log and Audit Trail

Whenever the DCAA performs an audit on your company, they’re going to want to see records of everything. The best practice when hoping to win future contracts is to keep detailed records and trails of all time, labor, and cost history. This will make it easier for you and the DCAA when the time comes for an audit.

Real-Time Location Tracking

Government contractors often perform work offsite and on the location of clients or at work sites. This can make time tracking difficult when managers are unsure where workers actually are. Hour Timesheet offers real-time, accurate location tracking so that your records can be as accurate as possible.

Integration with Accounting Software (QuickBooks Online & QuickBooks Desktop)

This is arguably one of the most important features in time tracking software. The DCAA not only wants to audit the company’s timekeeping requirements, but they also want to do an accounting system audit and ensure those records are accurate. By connecting your timekeeping software to your accounting system, such as QuickBooks, you’re making this process seamless. The DCAA will look at things like labor distribution, cost objectives, indirect costs and direct costs, and uncompensated overtime. Everything needs to be tracked to ensure proper DCAA compliance with QuickBooks.

Knowledge of Government Contracting

At Hour Timesheet, we believe the most important thing to look for in a timekeeping system is a demonstrated knowledge about the DCAA system. Without this knowledge, the software may not be able to provide what it promises. It’s important to work with a company that has an in-depth understanding of how the federal government awards contracts, audits companies and enforces DCAA regulations.

Work Smarter, Not Harder

Some other features that can be very beneficial in a timekeeping system include an online web clock, correction timesheet workflows, and online job tracking. These make it easier for everyone involved to do their job.

Are you wasting time and money on the following?

Correcting math errors on hours worked and other time entry activities
Tracking down late or missing weekly timesheets
Manually entering employee time worked into your accounting and/or payroll file

If you answered yes to any of the questions above, it’s time to let today’s technology work for you. Intuit and QuickBooks have a marketplace where 3rd party vendors who offer time tracking are listed. Only companies that pass strict guidelines and follow Intuit’s partner policies are listed on these sites.

View QuickBooks Online Marketplace Apps here

View QuickBooks Desktop Marketplace Apps here

Hour Timesheet was created for you; with your origination in mind. We have created a simplified solution that captures your complex situations and makes DCAA compliance easy. Give us a try FREE for 30 days. No credit card is 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!

Hour Timesheet can be a perfect tool that will integrate & sync with your QuickBooks Desktop Hosting keeping an eye on your reminders, daily tasks, etc. Learn more about add-ons like Office 365 E3 suite for improving your team collaboration.

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