Overview
In this article we will cover how to configure existing Staff members standard and charge out rates. How to manually enter a timesheet on behalf of a staff member and how to approve timesheets with and without being connected to QuickBooks.
ℹ️ This guide covers both options: syncing timesheets to QuickBooks for payroll processing and keeping timesheets local to JACK only. The setup and entry steps are the same either way, we've called out the few places below where the two paths differ.
Important setup pre-requisites
To have your timesheets appear in QuickBooks your Accounting Software must be linked with JACK and your employee(s) added in QuickBooks with a standard Pay Rate. Check out this article on how to link JACK to QuickBooks.
Is the employee set up in JACK yet? Refer here for more information how how to add new employee's How to Add & Manage Staff Members
Have you configured Charge out rate categories? Refer to this guide Setting up Charge-Out Rate Categories
Optionally, you can set up custom Non-job related tasks. Refer to this guide Non-Job Related Tasks / Items
💡 Planning to keep timesheets local to JACK only? You can skip the QuickBooks linking prerequisite above, it's only required if you intend to sync timesheets over for payroll.
Setting up employees to use timesheets
Navigate to Contacts > Staff
Look up the staff member and click on the employee to open their profile.
On the Details tab, scroll down to see QuickBooks Employee-choose Refresh Payroll and use the drop-down to select the employee. This will link the employee is JACK to the employee in QuickBooks.
Use the
button to open a pop-up window for you to configure hourly rates for this employee.
ℹ️The hourly cost is what will be charged to the budget, it should match your cost for the employee's time. This amount is not linked to an employee's pay rates in QuickBooks for your payroll.
⚠️The hourly cost will only be applied to fixed-price jobs. To setup 'Cost-Plus' jobs, continue on to the below section on Charge Out Rates in this article.
Setting Charge Out rates for Staff (Cost-Plus jobs)
From the Staff members contact, click into the Charge Out Rates tab.
Complete the relevant information, make sure to set a Default Charge Out Rate.
Choose Save.
💡Markup will be added on top of the charge out rate for cost-plus job related timesheets
Manually Entering Timesheets
Navigate to Contacts > Staff > Staff member > Timesheets and choose
.
Use the first drop-down to choose what Job the time sheet is related to.
Select Cost Code if its a job related timesheet.
When entering Hours and Break Time note that we use decimal hours. As an example 30 minutes is entered as 0.50 of an hour etc.
Check the Sync to QuickBooks box to send the timesheet to QuickBooks for processing or leave unchecked to only record the timesheet in JACK.
Make sure to Save and Close.
ℹ️ Sync to QuickBooks, checked: this timesheet will be included the next time you sync from Timesheet Approvals, and it will show up in QuickBooks for payroll processing. Unchecked: the timesheet stays in JACK only and is never sent to QuickBooks, useful for staff who aren't on QuickBooks payroll or for hours you don't want to process externally. You can change this setting later from the Timesheet Approvals screen before the timesheet is synced.
💡If the timesheet is not related to a job, for example sick leave. Switch the ticker at the top then choose the reason in the first drop-down.
Approving and Editing Timesheets
Navigate to Timesheet >Timesheet Approvals. Here a list will appear of all staff who have processed or pending approval timesheets.
ℹ️ If a staff member's timesheets are kept local to JACK only, they won't show any sync-related icons below, since there's nothing being sent to QuickBooks for them.
Icon key:
Indicates the amount of timesheets pending approval.
Will show you if a timesheet experienced sync issues with QuickBooks.
Timesheets for this staff member have sync'd successfully to Quickbooks.
Use this icon to reset sync'd timesheets.
2. Click on the Staff member to view details of their timesheets.
Filter by Date Range or Status.
Edit or Delete the timesheet by choosing the red pencil icon
.Select or update the hourly cost (this does not impact the pay rate in QuickBooks but does determine cost in the job's budget).
Select or update the Cost Code (where the timesheet cost shows in the budget of the job).
Check or Uncheck the box for Sync-this will determine if a timesheet is pushed to QuickBooks or remains only in JACK.
Approve the timesheet by choosing the thumbs up
.
3. Repeat step 2 until all timesheets are approved.
4. To sync to QuickBooks, go back to the main Timesheet Approvals menu. Simply click on the Timesheet Approvals tab at the top.
5. Then choose sync button in top right 
.
A confirmation pop-up will appear, choose Sync. Now all timesheets will appear in QuickBooks for payroll processing.
⚠️ To approve timesheets, you must have timesheet permissions access 'write' enabled.
Reset Sync on Timesheets (QuickBooks-synced timesheets only)
If a timesheet has been approved and sync'd to Quickbooks you can use the Reset Sync feature to edit it. Choosing the red pencil edit button . Then in the pop out menu choose the Reset Sync button. Save and Close.
Once back on the Timesheet Approvals menu, choose the 
.
⚠️ Be aware that using the Reset Sync option in JACK does not delete a timesheet entry that has already sync'd to QuickBooks. You must go and delete the entry in QuickBooks as well.