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Notifications

Setting Reminders and Email Notifications

The following notifications are available in Hour Timesheet. By default, they are toggled to the off position for all new accounts.
1. Login to Hour Timesheet as Admin or Accountant

2. Navigate to Settings/Notifications tab

3. Toggle rule(s) to On

4. Click Update to save changes

Hour Timesheet Notifications

Using Web Clock to Clock In and Out

Using web clock to clock in and out

1. Clock in and out on any web enabled computer to. The Hour Timesheet web clock is a simple way to manage your employee attendance as well as restrict unauthorized overtime charging.

2. Navigate to the Hour Timesheet login page

3. Enter username

4. Enter password

5. Click the “Clock In” button to capture the current “In” time on the timesheet

6. Select the appropriate charge code. Your punch will now show as an “in” punch on the timesheet upon logging in to HTS.

7. Upon completion of the task, navigate back to the HTS login page, enter your credentials and select the Clock “Out” button. At the time of the clock “out” HTS will input the difference between the “in” and the “out” on the job selected on the “in” punch.

Select Job Code Upon Clock In

Clocking In/Out on Mobile App

View knowledge-base link for Mobile Time Clock

Employee Role – Viewing Leave Balance

Viewing Employee Leave Balance Data

1. Login to Hour Timesheet

2. Navigate to My Timesheet menu

3. Click the Leave Balance tab (see screenshot)

Employee Leave Management Software


Additional leave balance notes

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

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

System will stop accruing leave once limit “ceiling” is reached. Additional leave earned or accrued after leave ceiling is reached is moved to the “lost” column.


Request Leave

1. Navigate to Request Leave menu

2. Click Create New Leave Request

3. Complete the form

4. Click OK

Employee Leave Request

Manage Charge Codes (QuickBooks)

Manage Data from QuickBooks

All data in HTS originates in your company QuickBooks file. HTS does not allow the following to be entered from your HTS account.

Customer/Jobs

Service Items

Classes

Step 1. Sync (Import) New Data From QuickBooks

HTS uses an online sync function to import data from your company QuickBooks Online account to your HTS account.  To add any of the 3 items above into your HTS account, follow the steps below.

1. Open your QuickBooks Online company file

2. Enter the new data (customer/job, service item or class)

3. Login to your HTS account as an Admin

4. Navigate to the Settings/Connect to QuickBooks page

5. Click the Import button

QuickBooks Online Data Selections

Step 2. Mapping Codes In Hour Timesheet

Upon a successful connection, your new data is now in HTS. To see the new codes in HTS, navigate to the Accounting/Codes page

1. Click Create New to map the new code

2. Select the required items from the Customer/Job(s) list needed for association to employee(s) REQUIRED

3. Select the required items from the Service Items list needed for association to employee(s) OPTIONAL

4. Select the required items from the Classes list needed for association to employee(s) OPTIONAL

5. Select the required items from the Payroll Item list needed for association to employee(s) [QuickBooks Desktop ONLY]

6. Click the Add button

Create New Associations

Step 3. Assign Employee Charge Codes

Creating charge code associations for each employee will limit what the user is able to charge to when entering hours on a timesheet. Employees can have multiple charge code associations and charge codes can be assigned to multiple employees. To create charge code associations, follow the steps below:

1. Navigate to the Accounting/Codes menu

2. Place a check in the Available Authorized Charge Code(s) – created in previous setup process.

3. Select from the Available Employees list the appropriate employees to be associated to the Available Authorized Charge Code(s) from above.

4. Click the > to move the selected employees from #8 above to the selected employee list box

5. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)

6. Click the Assign button to complete.

NOTE: If no charge code associations are created, employees will have access to all codes.

Billable vs Non Billable

Tracking Billable Time in Hour Timesheet | Setup Instructions

Business Rules and Billable Time

Navigate to Settings/Timesheet tab

(check box) Restrict Employees from charging work hour in advance – When this box is checked, users will not be allowed to enter time entries for billable items on the timesheet.

NOTE: This box should be checked for DCAA compliance.

Setting Charge Codes as Billable or Non-Billable

Billable Charge Codes

Creating Employee Charge Code Associations Creating charge code associations by employee will limit what each user is able to charge to when entering hours on a timesheet. Employees can have multiple charge code associations and charge codes can be assigned to multiple employees.

  1. Navigate to the Accounting/Codes menu
  2. Click the Create New button
  3. Select the Customer/Job to expand the list of Select Charge Codes. Select from the list the Customer/Job(s) needed for association to employee(s) REQUIRED
  4. Select the Service Item to expand the list of Select Service Items. Select from the list the Service Items needed for association to employee(s) OPTIONAL
  5. Select the Class list to expand the list of Classes. Select from the list the Classes needed for association to employee(s) OPTIONAL
  6. Select the Pay Type to expand the list of Select Pay Type(s). Select from the list the Pay Types needed for association to employee(s) OPTIONAL
  7. Choose the Billable or Non-Billable radio button
  8. Click the Add button

Setting Employee Specific Charge Codes as Billable vs Non-Billable

This page displays the charge code associations for each employee (which limit what each user can charge to when entering hours on a timesheet). Employees can have multiple charge code associations and charge codes can be assigned to multiple employees.

  1. Navigate to the Employee/Detail menu
  2. Select the Employee from the Available Employees list box
  3. Click the edit icon for the charge code to be updated
  4. Select the Billable or Non-Billable radio button
  5. Click Ok

employee billable

Leave Management Detail

Employee Leave Management

Purpose and Features of Employee Leave Management

Display leave balance data to employee

Allow employees to use leave on timesheet

Allow employees to submit Leave Request

Employee Leave Behavior

* Timesheet behavior is dependent on setup of leave policy.

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

* User receives alert 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. Additional leave earned or accrued after leave ceiling is reached is moved to the “lost” column.

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

* Balance will reflect manual adjustments (if any).

Prerequisites

Hire Date is a required field for leave management. To enter a hire date for each employee, use the Edit feature under the Employee/Employee List/More page.

User ID – is a required field for leave management. To enter a User ID for each employee, use the Edit feature under the Employee/Employee List/More page. Note: for QuickBooks users, The user ID field is not required when setting up employees in your QuickBooks file. User Ids are also known as Employee Numbers. If your organization does not have established employee numbers system for your workforce, then any set of numbers will work in Hour Timesheet. For data security reasons, using an employee’s social security number is not advised.

User must have one of the following roles to setup/create new leave policies

Admin

Accountant

Employee Leave Management Setup

Create Leave

1. Login to Hour Timesheet as Admin or Accountant role.

2. Navigate to Accounting→ Leave sub menu.

3. Click   Create New Leave.

4. Enter Leave Name. (Sample: Sick Leave Pay)

5. Select Pay Type from drop down box. (Sample: Sick Leave)

6. Enter Leave Description. (Sample: Sick Leave Pay)

7. Enter Start Effective Date of new leave type. (Sample: 01/01/2018)

8. Click the Save button to complete.

9. Repeat steps 1-8 above for each leave type.

Create leave screenshot


Continue to next step (configure leave policies)

Manage Data with Excel

Using Excel File to Manage Data

Hour Timesheet provides a Microsoft ®Excel template for the purpose of creating and managing account data (Employees, Charge Codes, and Pay Types). This import must be utilized if you have checked the “custom” feature in the setup wizard.

Understanding the Data Import Process

Step 1. Open the Microsoft® Excel Import File
Step 2. Prepare the file. Enter your company data

  1. Employees
  2. Charge Codes
  3. Pay Types

Step 3. Import the updated Microsoft® Excel file (your company data) in to your Hour Timesheet site.

  1. Login to your Hour Timesheet login page as user with admin or accountant role
  2. Navigate to the Settings menu item
  3. Click the Import Data tab
  4. Click the Request for Import button to initiate the import process.

 

Employee Authorized Charge Code Associations

Charge Code Associations

Customer/Job ⇔ Service Item ⇔ Employee) – Creating charge code associations by employee will limit what each user is able to charge to when entering hours on a timesheet. Employees can have multiple charge code associations and charge codes can be assigned to multiple employees. To create charge code associations follow the steps below:

1. Login to Hour Timesheet as Admin or Accountant

2. Navigate to Accounting → Codes sub menu

3. If you do not see any codes in the Available Authorized Charge Code(s) list box then click + Create New

4. Select the Customer/Job to expand the list of Select Charge Codes.  Select from the list the Customer/Job(s) needed for association to employee(s)

5. Select the Service Item to expand the list of Select Service Items. Select from the list the Service Items needed for association to employee(s) OPTIONAL

6. Select the Class list to expand the list of Classes. Select from the list the Classes needed for association to employee(s) OPTIONAL

7. Select the Pay Type to expand the list of Select Pay Type(s) . Select from the list the Service Items needed for association to employee(s)

8. Click the Add button

9. Place a check in the Available Authorized Charge Code(s) (items created in steps 1-8 above)

10. Select from the Available Employees list the appropriate employees to be associated to the Available Authorized Charge Code(s) from above.

11. Click the > to move the selected employees from #9 above to the selected employee list box

12. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)

13. Click the Assign button to complete.

Watch Video

Leave Associations

Leave Types created in Hour Timesheet are associated with leave payroll items previously created in your QuickBooks company file. To create a leave type in Hour Timesheet:

Creating New Leave Types

1. Login to Hour Timesheet as Admin or Accountant

2. Navigate to Accounting→ Leave sub menu

3. Click Create New Leave

4. Enter Leave Name

5. Select Pay Type from drop down box (this should be the list of leave pay types imported from QuickBooks)

6. Enter Leave Description

7. Enter Start Effective Date of new leave type

8. Click the Save button to complete.

9. Repeat steps 1-8 above for each leave type.

Admin Role – Creating New Leave [Video Clip]

Creating A New Leave Policy

View Instructions of Setting Up Leave Management here

Assigning Leave Type to Employee  (Leave Type ⇔ Employee) – Creating Leave associations by employee is required so that the timesheet can select “Add Leave Hours” from the employee timesheet. To assign Leave Types to an Employee:

1. Login to Hour Timesheet as Admin or Accountant

2. Navigate to Accounting→ Leave sub menu

3. Select Assign Leave tab.

4. Click the calendar icon box to select a Start Effective Date and End Effective Date (optional)

5. Select a Leave Type  from Available Leaves selection box.

6. Select a Leave Policy from Select Leave Policy selection box.

7. Select from the Available Employees from Available Employees selection box.

Click the > to move the Employee(s) to the Selected Employees list box.

8. Click the Assign button to complete.

9. Repeat steps 1-9 above for each leave type.

Admin Role – Assign Leave [Video Link]

Web Connector Installer for QuickBooks Desktop Integration

Simple Timesheet Setup for QuickBooks Desktop Integration

The Web Connector is a built-in add on service that works with the following versions of Intuit and QuickBooks Desktop versions:

QuickBooks Enterprise Solutions (2015 or later)
QuickBooks Premier (2015 or later)
QuickBooks Pro (2015 or later)

If you have other applications exchanging data with your QuickBooks Desktop, you will already have a version of the connector downloaded. Use the link below provided in the setup wizard to connect your Hour Timesheet site to the Web Connector. Follow these steps to successfully download and integrate Hour Timesheet with your QuickBooks Desktop company file.

Before you begin. Make sure QuickBooks Desktop is running on your machine and the company file that you want to connect with Hour Timesheet is open. Follow the instructions below for QuickBooks Desktop Integration (setting up the web connector)

Screen 1 – Click Download Here to begin with execution of the Hour Timesheet QuickBooks integration setup Wizard. Once download is complete, Run or Open the downloaded file from  your browser.

 

Screen 2 – Click Next to continue with execution of the HTS QuickBooks Integration Setup Wizard

welcome installer SS

Screen 3 – Terms of Use Agreement. Place a check in the box “I accept the terms in the License Agreement box and click Next

End User Agreement SS

Screen 4 – Click Next to download the file to the location provided in the path. This location can be changed if required.

path ss

Screen 5 – Click Install to begin the installation process.

ready to install ss

Screen 6 – Click Finish to complete and exit the wizard.

completed installer ss

Screen 7 – You will now be prompted to enter the information captured during the completion of the  Hour Timesheet Sign Up form. Enter the domain (URL) along with the email address and password created in the 1st step of this process. Click Sign In then ‘Initiate Process’ to continue.

login creds ss

Screen 8 – You will now be prompted to allow Hour Timesheet to read and modify your company file  Make sure you change the default setting to the last option of radio buttons from the screenshot below  select Yes, always; allow access even if QuickBooks is not running (last option) from QuickBooks- Application Certificate popup window and click Continue.

timekeeping software for small business QBD Setup Instructions

 

Screen 9 – Click OK from ‘Authorize New Web Service’ to grant web service access to QuickBooks

authorize new web service

Screen 10 – After successfully adding the application to web connector, click Update Selected button from the web connector to start the import process connect to QuickBooks. If you have more than one application connected to your company QuickBooks file, you will need to locate the Hour Timesheet application from the list and place a check in the left-hand check box.

 

web connector update ss

 

Best Practice – set the check box to Auto Run and change the value in the Every_Min to 60. This will automatically sync your QuickBooks company file and your newly created Hour Timesheet site ever 60 minutes.

Final Connection Setup – 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).

Site Setup for QuickBooks Desktop

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.

 

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.

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).

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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