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Site Setup for QuickBooks Desktop

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Signing Up

Fill out the Sign Up form on our home page .  Once the form is complete, a setup wizard will walk you through the Hour Timesheet setup process. The form requires the following information:

  • First Name, Last Name
  • Cell Number
  • Email Address (this will be your primary admin user login)
  • Password
  • Company Name
  • Account Domain (this is your site URL, the system will generate your site url based on your company name)
  • Timezone

And your done! You now have your own Hour Timesheet URL

Setup Wizard

The wizard will direct you to the first step in the process. Don’t worry if you don’t have time to complete the setup now, you can come back to it at any time. You will also receive a confirmation email containing the URL and login information.  Save this email for a later date in case you don’t remember your Hour Timesheet site URL.

Display page while site is being created screenshot
Display Page While Site is Being Created

Configuration Wizard – Step 1 Timesheet Settings

Timesheet Type – This is the timesheet period. Your options are weekly, biweekly, semi-monthly and monthly.

Start Day of the Week – This is the day of the week that you would like your timesheet to begin on (Sunday, Monday, Tuesday,  etc).

Start Time – This is the start time of the day. The default time is set to 12am.

Capture reason for any changes made in previous days time (check box) – When this box is checked, users will be prompted to insert a reason for editing a prior days timesheet or failing to enter time on the current day. NOTE: This box should be checked for DCAA compliance.

Setting Hour Timesheet Preferences Screenshot
Step 1 – Timesheet Settings

Configuration Wizard – Step 2 Overtime Calculations

Calculate Weekly Overtime (check box)

Regular Hours per week* – This box should be checked for organizations who pay hourly employees. All hours exceeding the value entered in this box will automatically be classified as overtime.

Calculate Daily Overtime (check box)

Regular Hours per day* – This box is typically checked for organizations in California who are required to pay employees based on hours per day and not hours per week.

Setting Overtime Preferences Screenshot
Step 2 – Overtime Settings

Configuration Wizard – Step 3 Accounting Setup (QuickBooks Desktop)

Hour Timesheet will sync (import and export) data with your QuickBooks Desktop account using the QuickBooks Web Connector .  To sync your data, you will need access to your login credentials for your QuickBooks Desktop account.

Setting up link to QuickBooks Desktop screenshot
Step 3 – Accounting Setup

Configuration Wizard – Step 4 Import Preferences (QuickBooks Desktop)

You are now ready to select which data elements you will need to collect timesheet data against. Hour Timesheet will import Employee data by default (no check box required). You also have the ability to import Customer/Jobs, Payroll Items, Service Items, Classes and Vendors. Place a check in the box next to the data that you would like imported from your QuickBooks Desktop company file.

 

Connect to QBD Screenshot

Configuration Wizard – Step 5 Setup Web Connector (QuickBooks Desktop)

The QuickBooks Web Connector is a software application that runs on Microsoft Windows that enables Hour Timesheet to exchange data with QuickBooks Desktop.

Downloading Web Connector Link
Step 5 – Setup Web Connector

Download the Hour Timesheet QuickBooks Web Connector Installer File. (link provided in wizard). For detailed installer instructions, click the knowledge base link below.

Web Connector Installer Instructions

Upon successful completion, the Hour Timesheet Setup Wizard will change the connection status on the screen to Connected and the Next button will be active (you can click it).

successful completion, the Hour Timesheet Setup Wizard
Successful Completion, the Hour Timesheet Setup Wizard

Note: Once the import process is complete from QuickBooks Desktop a confirmation e-mail will be sent to you.

Automated email alert confirming successful import from QuickBooks
Automated email alert confirming successful import from QuickBooks

Configuration Wizard – Step 6 Identify Yourself (QuickBooks Online)

By default, you will only be given the Admin role. If you are also an end user and need to complete a timesheet, select your name in the box below. This process will give your username the employee role.

Setting up admin user as an employee
Setting up admin user as an employee

 Next Steps

Creating Groups (optional)

Assigning Supervisors to Groups

Creating Associations

Assigning Roles

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