Who It's For

Who Uses Time On It?

Any business that tracks time in spreadsheets and reports it to QuickBooks Online. Here's how different teams use it.

1 Use Case

Digital & Creative Agencies

The scenario

A 15-person digital agency. Developers, designers and project managers track time in a shared weekly spreadsheet. Every Monday morning, the operations manager manually re-enters the previous week's hours into QuickBooks — typically 40 to 60 entries, taking over two hours. Mistyped employee names or customer names cause entries to fail or land against the wrong project, and fixing them eats into the rest of the morning.

With Time On It

  • Ops manager connects to QBO once — employees, customers and service items are pulled in automatically
  • Downloads the template, which embeds all staff names and client names as dropdown lists
  • Distributes the template to team leads (or fills it centrally from their summary notes)
  • Uploads the completed file Monday morning — 40 to 60 entries import in under 30 seconds
  • Duplicate detection means re-uploading a corrected file is always safe — no double entries
  • Billable flag flows directly through to QBO invoicing, so billing review takes minutes not hours
Saves 2+ hours every Monday. Eliminates name mismatch errors. Billable hours flow directly to invoicing.
See the full workflow for agencies →
2 Use Case

Consulting & Professional Services Firms

The scenario

A management consulting firm with eight consultants. Each consultant tracks time against named clients and projects — billing is entirely project-based, so every hour needs to be linked to the right customer and service item in QBO. Consultants submit timesheets weekly via email. The admin manually creates each QBO time entry from those emails, a process prone to transcription errors that quietly corrupt invoicing accuracy over the course of a month.

With Time On It

  • Admin downloads the template — customers and service items are pre-populated as dropdowns, sourced live from QBO
  • Sends the template to each consultant; they fill in their own rows and return the file
  • Admin combines the sheets and imports all entries at once — no re-keying
  • Billable vs. non-billable designation is carried through from the spreadsheet into QBO
  • Skipped entries display the exact row and reason (customer not found, service item missing) — easy to fix before re-importing
Accurate billable hours. No transcription errors. Every entry maps to the right client and project.
See the full workflow for consulting firms →
3 Use Case

Bookkeepers & Accounting Practices

The scenario

A bookkeeping practice managing QuickBooks Online for 12 small business clients. Several of those clients track staff hours in Excel and need them in QBO for payroll reconciliation and project billing. The bookkeeper currently enters hours manually for each client — switching between QBO companies, re-entering data that already exists in a spreadsheet sitting in their inbox. It is repetitive, time-consuming, and occasionally produces duplicate entries when a client sends an updated version of a file that was already processed.

With Time On It

  • Connect to the first client's QBO company via the standard OAuth flow
  • Download a template specific to that client — employee names and customers come from their QBO, not a shared list
  • Client fills in the spreadsheet and sends it back; bookkeeper uploads it
  • Repeat for each client — reconnecting to each QBO company as required
  • Duplicate detection prevents accidental double-imports when clients send revised copies of spreadsheets already uploaded
Manage time entries across multiple QBO companies. Template dropdowns are always client-specific.
See the full workflow for bookkeepers →
4 Use Case

Trades, Construction & Field Services

The scenario

A construction company with 20 field staff. Site supervisors record daily hours in a shared Excel spreadsheet — date, worker name, job site (customer) and activity type (service item). Office admin manually creates QBO time entries for payroll processing and job costing. The biggest problem: spelling variations in employee names and site names cause entries to be skipped or go to the wrong job, and corrections take longer than the original entry.

With Time On It

  • Template includes all worker names and job sites as dropdowns — supervisors select from a list rather than typing free text
  • Billable flag marks time entries against client jobs for accurate job costing in QBO
  • Description spell-check highlights obvious errors before the file is uploaded
  • Weekly imports keep job costing current — no waiting until end of month to reconcile hours against budgets
  • Field staff never need access to QBO — all time data flows in through a single upload by the office
Dropdowns prevent name errors. Job costing stays current. Field staff don't need QBO access.
See the full workflow for construction & trades →

The Numbers

Time On It vs. manual data entry

Task / Risk Manual entry Time On It
Importing 40 entries 2+ hours Under 1 minute
Name matching Error-prone — typos go straight to QBO Guaranteed via dropdowns sourced from QBO
Duplicate risk High — re-entering a week means double entries Automatic detection — re-uploads are always safe
Billable flag Set individually on each entry in QBO Carried through from the spreadsheet column
Error visibility Errors often discovered at invoice time Skipped rows shown immediately with the reason
Cost Staff time — typically hours per week from $5/month

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