QuickBooks Timesheet Integration

Standard Time and QuickBooks make a terrific combination for time tracking and client billing.  You can easily configure the product to send all time and expenses to QuickBooks for the purpose of billing customers and paying employees.  You can also gather time using timesheets or timer from subcontractors who bill you. Have you downloaded a free trial yet?  Watch the QuickBooks video.

IMPORTANT UPDATE: You can bypass QuickBooks IIF files by allowing the program to talk directly to QuickBooks.  See Tools, QuickBooks, Import Customers and Jobs.  The text below describes the old method of integration.

Here's how it works:
Choose Tools, Integration Options, QuickBooks.  There you can set up to point to the QuickBooks List and Timer IIF files.  Next, type in your Employee name, and click OK.  That's it!  You are ready to use the program for time tracking for billing in QuickBooks.  This entirely replaces the QuickBooks timer with a more robust time tracking software solution.  Each time the program is started, it will automatically bring in the QuickBooks list of Customer:Jobs, Service Items, and Customers, and make them available in the timesheet interface.

The timesheet will automatically save all new time logs to the QuickBooks Timer file, which you can import into QuickBooks from time to time.  It even works for employees who work from home and have sparse VPN connections to the main office.  If the program cannot immediately save QuickBooks information, it will try again later.  It's smart enough to get through when the VPN connection is reestablished.  Employees who work from home will love it!

We offer a weekly timesheet, project tasks, quick tasks, and other time tracking features that all contribute to QuickBooks.  You don't even need to use the timer; you can use a simple timesheet interface instead.  All the data is available to QuickBooks for billing.  If you plan to use the Web Edition for its web based timesheet, you can still export this data to QuickBooks using the File, Export menu. 

If you track time for the purposes of billing, the benefits are clear.
    - Simple client billing for QuickBooks
    - Time tracking, employee time sheets, and project tasks
    - Web based time sheet for QuickBooks
    - Detailed reporting for client billing
    - Export time and expenses to QuickBooks (or quick book)
    - Project planning and project management


Learn more about QuickBooks at the Intuit website: https://quickbooks.intuit.com/



Time Card Software

This tool is an electronic time card system that offers a simple enterprise time sheet.  That means employees from the entire company can enter time into a single time tracking database for use in project time management or client billing.  It also helps track employee attendance and hours.  Download a trial now!

This is not a printed time card system; we don't print the old-time computer punch card-style manila cards to be stuffed into time clocks on the way in and out of work.  Instead it offers a Windows and Web based time sheet interface.  Employees enter time into the timesheet, and then submit it.  Managers can approve and lock the timesheet so that time cannot be accidentally entered after a payroll period has ended.

As a time tracking tool, it offers the ability to track time to multiple projects and clients.  Employees can use the timesheet, timer, PDA versions, or Web based project time sheet.  Time can be imported into QuickBooks or other accounting system for employee payroll or client billing.

Features in our Time Card Software

  • Replaces printed time card
  • Works with QuickBooks or other accounting software
  • Integrates with Microsoft Project software
  • Time tracking tool for employee attendance
  • Project scheduling software
  • Windows and web based employee timesheet
  • Palm time tracking
  • Pocket PC time tracking

Land a Project Management Job

Questions From a Young Project Manager

I conducted an email Q and A recently with an up and coming project manager named Cybelle. I worked my answers – which got a little rambly at times – into the interview you see here.

Many thanks to Cybelle for contacting me – I appreciate her curiosity and drive to become a better project manager and I hope my answers help her – and you – secure the right project management job and build a successful career.

Cybelle: What sort of overall experience do you look for in a project manager?

Ray: When I look for a good project manager, I want to see two things: I want to see that they have worked in the trenches for a while doing the actual work, and that they have worked with upper management on customer problems. Because the project manager is the glue between those two groups of people, he is the one that makes everything happen for the customer.

Cybelle: What specific skill sets should a project manager have?

Ray: He should have time tracking and project scheduling skills. He should have used a time tracking product like Standard Time®, and a scheduling product like Microsoft Project®. If he hasn’t collected actual time in an employee timesheet against a project schedule, then he may not be good at time management. He also needs strong communications skills. After all, he will be motivating the troops.

Cybelle: Do successful project managers exert a certain attitude/attributes?

Ray: I’d say they do! They have a passion for details, and an unhealthy obsession with time management. They’ll wear a calculator watch, and look at it far too often. Maybe they don’t wear white tape on their glasses, but they’re definitely the geeks of projects, tasks, and managing time. They love it too much to be “normal” human beings! That’s the kind of guy I want on my team.

Cybelle: How can project managers prove they can deliver a positive ROI?

Ray: By knowing human nature, and by being able to see the critical path to a primary goal. Let me explain… Most people who work under a project manager do not have a strong sense of urgency of time when performing tasks. They do not fight with cost overruns and late projects like the project manager. The project manager is the one who should understand this and be able to motivate people to perform. Plus, he must be able to differentiate the primary goals from the secondary. Let him analyze a thorny problem and point out the two, and he will instantly prove he can deliver the ROI.

Cybelle: Do you look for business degrees?

Ray: Yes. That does matter to some extent. But a PMP certificate from pmi.org really lights me up. That says something. That means he has a track record. A degree does not.

Cybelle: What kind of questions do you think a prospective project manager should ask about the project?

Ray: Three things: Cost, quality, time. In other words, what is the budget? What level of quality is necessary? And, what is the timeframe for implementation? I wrote a whitepaper on this subject a while back, and I can say that most project management goals are held in tension by these three forces. Granted, these are high-level things, but almost everything project-related boils down to them.

Cybelle: Do you have any tips for creating a better project management resume?

Ray: Getting a PMP certificate from pmi.org is tops. That’s the best thing you can do. Push it for all its worth! That shows everyone you are very serious about project management. I’d also list the tools you’re proficient with. That helps because it sets the framework for the employer who is reading it. They know you’ve used industry standard tools.

Cybelle: What sort of managerial style do you look for?

Ray: No white shirts, no suit coats. (I only own one of each). No locking yourself in your office and “managing” from an ivory tower. Get your hands dirty. Do a little of the work yourself if necessary. Get involved! Be the go to guy for upper management.

Cybelle: What metrics do you expect project managers to use?

Ray: First, a good list of tasks with good sub-project breakdowns is necessary. Next, an actual employee time from a timesheet or timer against those tasks. And after that, I suppose an analysis of forecasts verses actuals. Until you know where your actuals are, you’re just guessing, not managing. A good project manager loves spreadsheets, time tracking, and project schedules. He should be able to show Earned Value on each project he is managing.

Cybelle: How proficient do you expect project managers to be in project management software?

Ray: Very proficient. This is the instrument he uses to “see” the project. Without it, it would be like a scientist without a microscope. I’ve seen companies guess at tasks and actuals, and it’s always a disaster.

About the Author:
Ray White is the Founder and Chief Executive Officer of Scoutwest, Inc., the developers of Standard Time® Project Management Software. Ray's involvement in software development and project management began over 26 years at Eastman Kodak company and since then he has worked with approximately 30 executives, 90 project managers, 300 engineers, and 10,000 customers. By project managers, for project managers - his project management products help thousands of international customers plan and track time for their mission critical projects.

Vacation Tracking Software

vacation tracking


HR Managers: witness the combination of a simple employee timesheet with vacation tracking software.

Complete employee time tracking!


Employees simply enter their work hours and vacation time into the timesheet.  Managers can approve them both.  The image below shows time off policies for vacation tracking and other reasons.


Click These Related Videos:

Time Off video and Time Off accruals


Vacation tracking software, time off tracking, employee vacation tracking
Vacation Tracking Software


Time Off Reasons
The program allows you to create your own reasons for time off, not just vacation.  As you can see from the image above, we have added several unique reasons for an example.  As you know, employee vacation tracking is really more than just that.  You must track Comp Time, Sick Time, Personal Time, Training, etc.  There are lots of reasons to track time off.

Time and Time Off
We display employee "project time" and "time off" in the same timesheet.  That means you can see your 40-hour week broken down by work time and vacation time.  In fact, you'll see all the time off reasons you have entered, and employees can choose to enter hours into any reason. Time Off Video.

Compensatory Time
The automatically accrual system tracks Compensatory Time, otherwise known as "Comp Time" just like other reasons for time off, like vacation.  You can choose to award comp time to employees for working more than their scheduled hours.  Choices are 1X, 1.5X, and 2X compensatory time.  And, just like other time off reasons, employees can see their available hours.

Time Off Policies
Each employee has their own time off policies.  In other words, you must keep track of how many hours they have available, how much they can earn, and when they earn it.  In fact, there are several other factors, like carrying hours over into the new year, etc.  All this time off tracking is available in one package.  Time Off Accruals Video.

Windows and Web-based Platforms
Our comp time policies run on both Windows and Web platforms.  That means you can administer employee vacation tracking from either platform, anywhere you might be - home, office, client site.  Just log in and check timesheets and time off policies for any employee.

We hope this has helped educate you on the Time Off system.  We hope you'll download a copy and give it a try.

Video: Accrue Hours for PTO
Time Off Request
Video: Accrue Hours for PTO
Time Off Accruals
Video: Employee Availability and Scheduling
Holidays and PTO


Download a fully functional timesheet that will remain active for 30 days.
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