Top 5 Advantages of Using A QuickBooks Cloud Hosting Service Provider

QuickBooks cloud hosting services make sense for a small business today

INDUSTRY ACCEPTED PRACTICE

The practice of accessing your QuickBooks account data file using a 3rd party service or cloud server 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 virtual desktop server, you gain access to your company file from any PC, Mac, iPad, or mobile device 24/7 in a multi user environment.

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 access the QuickBooks file via the Internet allows users to work in a single company file anywhere anytime.

ELIMINATES IT COSTS

By choosing a remote hosting option, you don’t incur any upfront hardware or software costs (other than the cost of QuickBooks licenses). Instead, you pay the QuickBooks 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.

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.

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. Years of experience at your fingertips.

Versions of QuickBooks Available in the Cloud:

Pro Premier
QuickBooks Pro
Enterprise

Top Providers:

Right Networks,
Swizznet,
Infinitely Virtual

Free Trial

$8/user with NO setup Fees, NO support fees and NO contract.

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Daily Timesheet Reminders

Timesheet Reminders for Employees

Since the Defense Contract Audit Agency (DCAA) mandates daily timesheet entries for each employee, Hour Timesheet ensures compliance by providing daily timesheet reminders. This feature is particularly useful for employees who may forget to complete their time entries on a daily basis. By adhering to the DCAA requirement, Hour Timesheet streamlines record-keeping and helps businesses maintain compliance effortlessly.

Hour Timesheet’s Daily Timesheet Reminder feature is designed to simplify and streamline the process of tracking employee hours. The software automatically generates Timesheet Reminders for Employees for those users who don’t enter time daily.

Visit our features web page or visit us in the QuickBooks marketplace listing.

Other Hour Timesheet Features

Daily Timesheet Reminders: Never miss a timesheet submission again. Our system sends out Daily Timesheet Reminders, ensuring that they record their hours accurately and on time.

Compliance Features: Our system is built to help you comply with labor laws and regulations, avoiding potential fines and legal issues.

User-Friendly Interface: We’ve designed our platform to be easy for everyone in your organization to use, regardless of their tech proficiency.

Time-Saving Automation: No more chasing after employees for their timesheets – our system does the work for you.

Customizable Reports: Generate detailed reports tailored to your specific needs, helping you make data-driven decisions.

Integration Capabilities: Seamlessly integrate Hour Timesheet with your existing HR and payroll systems such as ADP or Gusto

Mobile Access: Employees can submit their timesheets from anywhere using our mobile app.

Customer Support: Our dedicated support team is always ready to assist you with any queries or issues.

Are you ready to experience the benefits of Hour Timesheet’s Daily Timesheet Reminder feature? Sign up for a free trial today and see the difference it can make in your business.

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QuickBooks Timesheet Integration

Why Use Hour Timesheet Instead of QuickBooks Time for DCAA Compliance?

By choosing Hour Timesheet over QuickBooks for your DCAA compliance, you’re opting for a tool that’s custom-built to handle the intricate timekeeping demands of the most stringent audits.

Detailed audit trail of all timesheet entries. Hour Timesheet contains an activity log that tracks each entry made to the employee time card. The QuickBooks Timekeeping feature does not include this type of audit trail.

Multiple supervisor signatures. Hour Timesheet streamlines the process by which multiple supervisors can sign off on a single timesheet, facilitating a smooth approval workflow within DCAA guidelines. The QuickBooks time tracking feature does not have a means to have more than one manager approve a timesheet.

Authorized charges. Hour Timesheet includes the ability to limit employees to only see charge codes they are authorized to record hours worked against. Limiting what the employee can see on the timesheet eliminates the possibility of employees charging to unauthorized codes. The QuickBooks time tracking feature does not does not allow you to restrict the codes that users are assigned to.

Reason required. Employees and contractors who don’t log time worked daily can be prompted to enter a reason for the tardy entry. Hour Timesheet also requires the user to enter a reason for editing previously entered time on a timesheet. The QuickBooks timesheet feature does not prompt users to capture a reason for late or edited entries.

Correction timesheet process. Hour Timesheet includes a correction time tracking process providing alerts (emails) to supervisors and site admins when correction timesheet data is created. This feature assures that payroll is notified of any changes that effects payroll cost from prior payroll periods. The QuickBooks timesheet feature does not include a correction timesheet workflow.

DCAA Compliant. Hour Timesheet is a fully featured software app that checks all of the boxes for DCAA compliance for both small businesses and large. The QuickBooks timesheet feature IS NOT a DCAA compliant timekeeping software solution.

Don’t simply manage your time; control it with the precision of Hour Timesheet. Make the switch today and stay one step ahead of your regulatory obligations. The trust of your customers and the success of your business are too important to leave to chance.

Hour Timesheet Integration with QuickBooks

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 data 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.

How can you prepare for an Audit?

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,

Daily time entry for every employee

Are all employees capturing all hours worked (paid and unpaid)

A detailed audit log or audit trail of every entry made to the employees time card

A system that tracks time by project or job codes

The ability to capture both direct labor cost and indirect labor cost

Supervisor submissions and approvals

Documented timekeeping procedures

All time worked (on government contracts) and overhead is tracked

Learn More

Read similar post about DCAA Compliant Timekeeping Practices

DCAA Compliant Timekeeping Key Requirements

Advice from the Experts

Tired of Deltek Timesheets?

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DCAA Compliant Time Keeping Checklist

Best practices

Timekeeping continues to be a hot item for government contractors including DCAA Compliance. Having an Adequate DCAA Compliance Time Keeping Checklist is crucial to successfully securing or maintaining a government contract accounting system. Often deficient timekeeping is the reason for failing a DCAA (defense contract audit agency) audits.

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

2. All of the key elements of an adequate timekeeping and compliant accounting system must be addressed.

3. Every employee must record their time daily.

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

5. All time must be charged

6. Time must be charged by day and by project and/or indirect accounts. This includes direct labor cost, indirect labor cost and uncompensated overtime.

7. Employees must record all indirect time.

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

9. All employee leave time must be recorded.

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

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

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

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

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

15. Corrections are approved by the employee’s supervisor.

16. 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.

17. All employee time must be signed by the employee.

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

19. All employees should be provided at least documented timekeeping training awareness.

20. Periodic monitoring of compliance with time tracking requirements should be conducted by “practice” dcaa audits or floor checks.

21. Timesheets 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 Time Keeping @ Edward D. Moore, CPA dcaaConsulting LLC