Time On It
Site Managers Collect the Hours. Accountants Need Them in QuickBooks.
Workers fill in Excel timesheets on site. Time On It imports them directly into QuickBooks Online for job costing and payroll prep — no re-entry, no accounting knowledge required at the site level.
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The Problem
Worker names, job codes, and the person stuck in the middle
Supervisors record hours on site — date, worker name, job site, and activity type. That data then has to get into QuickBooks for payroll reconciliation and job costing. The problem: worker names appear differently on different sheets ("J. Smith" on Monday, "John Smith" on Friday, "Johnno" from the subbie's sheet). Job site codes in the spreadsheet don't match customer names in QBO. And the person running the import is an office admin or site manager, not an accountant.
Every discrepancy costs time to investigate and fix. And when job costing is a month behind because entry is slow, the numbers you're tracking against budget are already stale.
How It Works
Upload once. Job costing stays current.
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1
Connect your QuickBooks account. Time On It reads your employee list, customer/job list, and service items from QBO. These become the dropdown lists in the timesheet template your supervisors use.
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2
Supervisors fill in the template — selecting names from dropdowns. Instead of typing worker names, supervisors choose from the list. The exact QBO name is selected every time, so there's no "J. Smith" vs "John Smith" problem at source. Sites and job types are selected the same way.
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Office admin uploads weekly. One file covers the whole crew for the week. The results screen shows imported rows, any duplicates skipped, and any rows that couldn't be matched — with the reason. Fix and re-upload; duplicate detection prevents double entries.
Why It Matters
Job costing that's accurate, not estimated
Dropdowns prevent name errors at source
The template's employee and job site dropdowns come from QBO. Supervisors select from the list rather than typing free text — the variation problem ("J. Smith" vs "John Smith") is eliminated before the file is even uploaded.
Billable flag for job costing
Mark rows as billable for client-billed work, non-billable for internal labour, overheads, and defects rectification. Billable hours flow into QBO's invoicing. Job cost reports reflect actual hours against each job, not best-guess estimates.
No QBO training for supervisors
Supervisors fill in Excel. That's it. They never log into QuickBooks, never navigate time entry screens, and never cause an accidental data problem in your accounting system. Imports are handled by one person in the office.
Weekly rhythm keeps data current
Import once a week and job costing in QBO stays within seven days of reality. No waiting until end of month to reconcile site hours against job budgets — problems surface while you can still act on them.
"Our admin was spending half a day every week getting timesheets into QuickBooks. Half the time a name wouldn't match and she'd have to chase someone on site to find out who it was. The template dropdowns fixed that — everyone selects their own name from the list now."
— Operations administrator, 35-person commercial construction company
The Difference
Before and after Time On It
| Task / Risk | Before Time On It | After Time On It |
|---|---|---|
| Worker name accuracy | Free-text names create mismatches — "J. Smith" fails to match "John Smith" | Dropdowns sourced from QBO — supervisors select, not type |
| Job costing currency | Hours entered monthly (if at all) — job costs are always lagging | Weekly upload keeps QBO job costs within 7 days of reality |
| Who runs the import | Requires QBO knowledge to navigate time entry and resolve errors | Any office admin — upload, review results, done |
| Field worker access | Some companies grant QBO access to supervisors — risk of data errors | No QBO access needed for anyone on site |
| Re-upload safety | Re-entering a corrected week creates duplicate time entries in QBO | Duplicate detection — re-uploads skip rows already in QBO |
Keep job costing current without the manual work
Start a free 14-day trial. Connect your QuickBooks account and run your first import in minutes.
Get Started Free →Plans from $5/month after trial. No credit card required to start.