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QuickBooks Integration Q&A

QuickBooks Integration Q&A

Common questions and answers for Hour Timesheet and QuickBooks Integration

Question 1. How does QuickBooks sync data with Hour Timesheet?

Answer. Hour Timesheet utilizes the Intuit Web Connector to sync company data with QuickBooks Desktop. While logged in to Hour Timesheet as an Admin you will click the Request for Import button. This will import your company data (selected by you) into your Hour Timesheet account.03/25/2018

Question 2. What data does QuickBooks bring into Hour Timesheet?

Employees: The sync tool will import all “active” QuickBooks employees and vendors (optional) into your Hour Timesheet account. Only vendors that have a First and Last Name field value in QuickBooks will be imported.

Customers/Jobs The sync tool will import all “active” QuickBooks Customer and associated Jobs into your Hour Timesheet account.

Service Items The sync tool will import all “active” Service Items from QuickBooks into your Hour Timesheet account.

Classes The sync tool will import all “active” Classes from QuickBooks into your Hour Timesheet account.

Payroll Items The sync tool will import all “active” Payroll Items from QuickBooks into your Hour Timesheet account.

Question 3. How do I add a new data in Hour Timesheet (employees, customers, jobs, etc)?

Answer. New data will need to be entered into your QuickBooks company file first.  Once the new data is entered, you can use the sync tool to import your additional information in Hour Timesheet.

Question 4. How will my employees receive their Hour Timesheet login credentials?

Answer. Hour Timesheet will send an email invitation to each employee with the link and login ID to the Hour Timesheet account included in the body of the email. Once the employee accesses the link, the employee will be prompted to create an initial password to login to Hour Timesheet.

Question 5. Can my employees track time against customers and jobs, service items, classes and payroll items?

Answer. Yes, your employees will be asked to select from a list of authorized charges. Employee authorized charges (EOC) are defined by the admin at the employee level.  This feature enables the employees to only see EOC’s that are assigned to each user.

Question 6. How do I delete information in my Hour Timesheet account?

Answer. Once you mark the data (employee, customer, job, etc.) as inactive in QuickBooks, the data will be updated in your Hour Timesheet account upon performing the data sync.

Question 7. How does Hour Timesheet identify billable vs non-billable items on the timesheet?

Answer. By default, any EAC that includes a service item will be marked as billable time in QuickBooks. The user also can mark individual line items as billable or non-billable on the timesheet.

Question 8. Can employees add comments to a timesheets?

Answer. Yes, there is the ability to input general comments and daily comments in Hour Timesheet.

Question 9. I exported my employee's time into my company QuickBooks file, but now I need to make an adjustment to a timesheet. How do I do this?

Answer. Hour Timesheet does not allow processed timesheet data to be edited. Hour Timesheet will display a link on the timesheet that will allow the user to create a “corrected” copy of the timesheet. The detailed audit trail will show the log of all changes made to the revised timesheet.

Question 10. Can multiple supervisors approve a timesheet

Answer Yes. Hour Timesheet will allow for multiple supervisors to approve a timesheet.

Question 11. We have a daily requirement for our employees to enter timesheet data. Does your software include daily reminders?

Answer Hour Timesheet includes the option to turn on daily notifications to serve as reminders for those employees who forget to enter time daily.

Question 12. I track my employee leave balance info manually in an Excel spreadsheet because QuickBooks doesn’t include all of the options I need to track my employee leave. Can Hour Timesheet manage leave for my employees?

Answer - Hour Timesheet has a full-function leave management feature that will allow accrued and earned types of leave tracking.

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DCAA Compliant Timekeeping Key Requirements

Adequate DCAA compliant timekeeping practices are critical to securing a contract award.

Often deficient DCAA compliance & timekeeping is the reason contractors fail the audits. Below are the key requirements and best practices for DCAA compliance.

Web-based timekeeping systems are acceptable provided the key requirements are followed.

01. Company timekeeping procedures must be documented in a policy or procedure handbook provided to all employees. All key elements of an adequate time keeping system must be addressed.

02. Every employee must record all of his/her time daily. Recording hours worked in advance or days after the fact such as at the end of the week is not acceptable.

03. Time must be charged by day and by project or job code as well as by indirect accounts (overhead, G&A, B&P, etc).

04. All employees must record 100% of time worked on projects to the proper job codes.

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

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

07. All job codes that appear in the timekeeping system should be initiated by accounting or the system administrator. Project codes must be provided to employees authorized to work on a given project.

08. All timesheet entries must be the employee’s own. Time must be recorded based on work completed, irrespective of whether the time is billable or non-billable.

09. Under no circumstance may an employee work on one project and record time to a different project.

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

11. Correction timesheet entries should be made by the employee. Correction timesheets are approved by the employee’s supervisor. Under unusual circumstances where the employee cannot make the changes to timesheets then accounting or the administrator may make such changes with the employee’s consent.

12. All employee timesheet data must be approved by the employee’s supervisor.

13. Employees should be provided documented DCAA compliance & timekeeping training whether by formal or informal means.

14. Timesheets must be maintained for a period of at least 2 years.

15. Monitoring of employee timekeeping compliance should be conducted by audit or floor checks randomly throughout the year.

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Top Timekeeping Tips

Top Employee Timekeeping Tips

 

Insight into how your employees spend time is critical. That's why employee timekeeping software tools make so much sense.

Knowing how much time your employees spend on overhead tasks, project, training, and unpaid leave is invaluable data for your business's future.

Employee timekeeping is not just for hourly employees

Nonexempt employees need to track hours for FLSA compliance but having salaried employees keep a timesheet is helpful too. Exception-based time tracking helps employers track attendance and improve the overall management of daily resources

Internal policies & approval workflows are the keys to a successful employee timekeeping software implementation.

Software tools are a dime-a-dozen, but it's how you use the software that defines your success. It's important to document your timekeeping policies and required approval workflows before you invest in a time & attendance tool.

Don't be afraid of internet-based employee timekeeping software tools.

A detailed timesheet audit trail will flag when a user inputs timesheet data into your system from anywhere but the office. The activity log shows the IP address as well as each entry into the user's timesheet with a non-editable time and date stamp.

Microsoft Excel is for spreadsheet data, not for employee timekeeping

Yes, you can keep your employees timesheet data in Excel but is that really efficient? Don't be afraid to use the tools available to your organization to make you more productive. Rely on the experts...not Excel.

BOTTOM LINE... it's just smart business.

Features such as daily timesheet reminders, employee leave management and time card approval processes make Hour Timesheet the perfect choice for your organizations's timekeeping software needs.

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Advice for Successful Grant Management for Nonprofit Organizations

Top Advice for Successful Grant Management for Nonprofit Organizations

Managing grant dollars is one of the weakest links in the grant process chain. Directors tend to have detailed and documented process of researching and developing grant proposals. But frequently, that is where the process stops. Unfortunately, the inability of nonprofits to manage grant funds is the single most important reason why a funder may not fund them in the second or third year.

1.      Track and document everything - Most government grants require significant documentation of all expenditures related to grants. Grant giving organizations require recipients to submit detailed supporting documents before grant payments are made. A system that has the capacity to automatically generate grant reimbursement based on grant activity not only saves time but improves accuracy.

2.      Understand indirect costs - Grants come with indirect costs. Understand whether operating funds for administrative burdens will be covered or if you need to dig up additional funding. Ask your team if your organization is prepared to reallocate its administrative budget to cover the cost and if so for how long. Cost allocation will allow your organization to share overhead expenses across different programs.

3.      Know your stuff - Essential to successful grant management is an understanding of and adherence to the regulations covering grant management.  Regulatory compliance starts with federal guides for Cost Principles and Auditing from the Office of Budget and Management which subsequently impacts state and other local government grants and sets models of best practices for foundation and other private grantors.

4.      Coordinate Your Task List and Staying on Schedule - Being able to quickly see what is coming up or quickly see a high-level view is critical to keeping the process running smoothly. SaaS based solutions can be utilized to track important deadlines and send email reminders of deadlines when they are approaching. This can be a great time-saver for the person who is organizing all the elements of a grant proposal and responsible for the final submission.

5.      Keep a checklist– Implementing systems, policies and practices are essential items to consider and implement for success with any type of grant management.

·        Timekeeping system

·        Accounting internal controls

·        Cash Management that meets standards in the Cash Management Improvement Act

·        Budget Controls

·        Records Retention Policy

·        Procurement system and internal controls

·        Personnel System that complies with all laws and regulations

·        Property Management System

·        Travel policy

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Employee Leave Management

Hour Timesheet Leave Management

Types

Earned Leave

Leave hours are earned based on the number of hours worked on the employee timesheet.

Accrued Leave

Leave hours are accrued based on the employee's hire date. Accrual options are weekly, bi-weekly, semi-monthly and monthly.

What employee leave management is

Provide leave balance detail on employee timesheet.

System-managed carry-over values from year to year.

System managed ceiling for each type of leave.

How employee leave management works

Balance is reduced after timesheet is submitted at the end of each timesheet period.

User receives error message upon entering time that exceeds current balance.

User may be allowed to “go into the negative” if feature is configured.

System will stop accruing leave once limit “ceiling” is reached.

System will reset balance to “carry-over” value each year.

Balance will reflect manual adjustments (if any).

For more information on employee leave management, visit our leave management website page or visit us in the QuickBooks marketplace listing

DCAA Compliant Timekeeping Software

DCAA Compliant Timekeeping Software

Advice from the experts

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everything needs to be tracked - time spent on overhead tasks, bid and proposals, training, leave (paid or unpaid) and yes, even uncompensated time

timekeeping isn't just for hourly employees - all time worked should be tracked. Both salaried and hourly employees

correction timesheets are okay - budgets change, mistakes are made, people forget.. that's why a documented correction process is imperative

audit trails are the key - with the internet, all things are possible. Anywhere. Anytime. A detailed audit trail captures it all. The time, the place as well as the details

Just saying it doesn't make it true - any software can claim to be DCAA compliant but we don't just say it. We guarantee it. Our experts of 20+ years will make sure!

Having been in the industry for over 25 years, there are a number of key topics that continue to come up when talking with a customer about DCAA compliant time tracking software.  One common theme I hear time and time again is  centered around managing correction timesheets and enabling someone other than an employee to update a timesheet. There are many sources on the web and an unlimited number of resources that are waiting and willing to charge you for FAR training.  Go ahead, do a little "google research" or just ask one of our many referral partners.

Top 5 Advantages of Using A QuickBooks Cloud Hosting Service Provider

5 Reasons why QuickBooks cloud hosting services make sense for a small business today

  1. INDUSTRY ACCEPTED PRACTICE – The practice of accessing your company QuickBooks data file using a 3rd party service has finally been accepted as an alternative to the costly expense of building and maintaining IT infrastructure.  “Hosting” QuickBooks desktop means that a hosting service installs and manages the QuickBooks software and the company data files on their own cloud-based servers.  With a cloud/hosted solution, you gain access to your company file from any PC, Mac, iPad, or mobile device 24/7 by simultaneous users.
  2. REMOTE ACCESS - As your business grows, more users will likely need access to the company QuickBooks data. Businesses with multiple locations or a mobile workforce find that centralized access to data allows users to function as though they were all in the same office. Being able to run the QuickBooks software and access company file via the Internet allows users to work in a single company file no matter where they may be working from.
  3. ELIMINATES IT COSTS - By choosing the hosted/cloud option, you don’t incur any upfront hardware or software costs (other than the cost of QuickBooks). Instead, you pay the hosting company a monthly fee per user to take care of things for you. Most providers will manage the data, software updates, upgrades, and equipment, as well as provide first level technical support their clients.
  4. BETTER USER EXPERIENCE - Users experience more efficient and effective collaboration with simultaneous access available to multiple users.  Accounting professionals can work on client files seamlessly sharing data with the client even as the client may be working in the system.
  5. SAFE & SECURE – Cloud/hosting service providers follow stringent security measures to ensure full safety for your QuickBooks data file. Most data centers provide 24/7 security and extreme care in disaster planning such as fire detection, backups, diesel generators and biometric security.

And of course...Hour Timesheet works great on your desktop or in the cloud. Come try our simple QuickBooks 1-click data sync today.

Top Providers:

Right Networks, Swizznet, Infinitely Virtual

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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.

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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.