I was invited to Atlanta during a stand-up of a brand-new QuickBooks Online client. During the training I came across a discovery that might impact you and your clients, so I felt compelled to discover it. The issue involves entering time within QuickBooks Online.
Time Entries by Standard Users – in Existing QBO Files
Time entries, either single or weekly, can be added to QuickBooks Online files by a standard or admin user. Standard users have the same time entry permissions as admin users for entering time for all employees. This allows office managers to enter time entries as needed for processing.
Standard User Time Entries (shown below)
Time Entries can only be added by Admin Users – in New QBO Files
In newly created QuickBooks Online files, time entries can be added by admin users. However, the preferred location for entering the time entries has changed. In the newly created QuickBooks Online files, the Navigation bar has a new center named Time. Within the Time center, admin users can still enter time activities as needed.
Admin User Time Entries in New QBO Files (as shown below)
Time Entries cannot be added by Standard Users – in New QBO Files
In contrast, standard users cannot enter time in newly created QuickBooks Online files. Currently, when standard users try to add time to a newly created QuickBooks Online file, they receive an error message. It seems that standard users do not have the necessary permission to access time for employees other than themselves. Some business owners will not feel comfortable adding office managers as admin users simply so they can make time entries for other personnel. If part of the office manager's job duties are to enter time, there is currently no other choice but to make that office manager a QuickBooks Online admin user.
Standard User Time Entries in New QBO Files (as shown below)
It's Possible Changes are Coming
As we know, changes are often brewing within QuickBooks Online. This current situation could possibly just be a temporary issue.
What we know is 'Time' is a newly added center to the existing Navigation Bar. It's possible user permissions might soon be updated too that resolve this dilema.
For the time, just be aware, if you need users to be able enter time in a newly created QuickBooks Online file, they must have admin user permissions.
Note: The files being displayed in this article are taken from QuickBooks Online Plus subscriptions.