How do I approve staff timesheets each week and send hours to QuickBooks?

Timesheets is your weekly payroll check. Every Monday, look over last week, fix anything off, approve it and, if you use QuickBooks, send the hours on.

Before you begin

• You must be an owner. Managers cannot see Timesheets. Staff see only their own hours on the Time clock page.
• For QuickBooks, connect it first under Settings > QuickBooks, then match each person to their QuickBooks employee (below).
• In QuickBooks, each employee needs Use time sheets turned on so payroll picks up these hours.

Steps

1. Open Timesheets under Front desk.
2. Use ← Previous and Next → to pick the week. This week jumps back.
3. Each person has a card with hours for each day, a weekly total, and "over 40" in red when they pass 40 hours. Each shift lists the in and out time, any break, and a check or a warning.
4. A note at the top says how many entries need a look. Warnings read: Away from the gym, Rough location, No location, Gym location not set, Clocked out automatically, Edited, or Kiosk not on the gym's internet. Fix anything wrong. See How do I fix or add someone's hours?.
5. Press Approve the week and confirm. It is disabled while someone is still clocked in.
6. If QuickBooks is connected, press Send hours to QuickBooks. A note under it says how many days were sent.

To match staff to QuickBooks (once)

1. Open QuickBooks employees at the bottom of the page.
2. Press Load employees from QuickBooks.
3. Pick each person's employee and press Save matches. Cards show "QuickBooks: matched" or "not matched".

What you'll see

• "Week approved." and a Week approved label. Press Reopen the week if you need to change something.
• Hours sent again after a later change update the day in QuickBooks instead of adding a copy.
• The Hours report has totals, overtime and estimated pay for any pay period. See How do I read the Hours report?.

Troubleshooting

Send hours to QuickBooks is missing. QuickBooks is not connected. Connect it under Settings > QuickBooks.

A person says "not matched". Load employees and match them first. Names or emails that match are picked up for you.

The week has no hours. Staff may not have clocked in yet. Check the time clock is switched on under Time clock settings.