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Back to School: Accounting Tips for TSheets Users of All Levels

If you’re new to TSheets Time Tracking then chances are things might seem a little overwhelming right now! No need to worry; just like on your first day back to school things seem scary until you can focus on the fresh smell of book covers and brand new erasers, or how you managed to sharpen your pencils all to the exact length and sharpness. We are here to provide you with those security blankets; metaphorically of course.

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[Photo Caption: We may not have security blankets, but we do send out a lot of ridiculously soft t-shirts.]

 

Getting started with TSheets can be broken down to a few easy accounting tips and tricks, and true to form, we will give you all the gritty details.

1. Beginner Level: Setting a Timezone and Week Start Day 

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How to do it:

You can set a timezone for your TSheets account by logging into your account as the administrator, then clicking on Company Settings. Once you do that, in the first window that opens, you’ll use the drop down menu to select your timezone and the drop down menu below it to set your week start day. Save your changes. Please select your current timezone, no need to watch out for any changes with Daylight Savings Time - we handle all of that for you. :)

Why you want it:

Because without it, things will break. Ok, ok, that might be a little drastic, but in all seriousness, TSheets is meant to track your time. If we don’t know what timezone you’re in, we have to guess which could mean that your hours look weird on reports. Even worse, if you’re linked to QuickBooks, and we detect a different timezone than what you have set in QuickBooks, QB could reject your hours - definitely not “good times”.

Interested in even more beginner-friendly tips? We’ve got you covered! Already passed with flying colors? Great, let’s move on to Intermediate!

2. Intermediate Level: Setting up PTO Codes

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How to do it:

To track Paid Time Off (or PTO) within TSheets, all you will need to do is click on Manage Job Codes or Manage Customers, and then click on the “Manage PTO Codes” link at the bottom of that window. There you will be presented with a window that gives you preference options for who can submit PTO, notifications for managers and administrators, and days that PTO is prevented on. There is also a tab labeled “PTO Codes” and opening it will display all of your PTO codes (if any) and will also give you the ability to create new codes, as well as assign them to your employees, and set up accrual rules.

Why you want it:

If you have hourly and salaried employees, chances are good that you also need to track PTO such as Vacation, Holiday, Sick, etc. So why not track it in the same place as you track all your other hours? TSheets makes it easy for employees to enter in their PTO hours as well as their regular hours, which means all of your timesheet information will be available in one simple and easy report at the end of each week or pay-period. That’s right, TSheets will break out your regular, overtime and PTO hours, ensuring not to add PTO hours into OT calculations to ensure accuracy.

PTO is a great place to really dive into TSheets, but feel free to read more intermediate recommendations if you would like. If you’re feeling confident, perhaps it’s time to graduate onto something a little more advanced?

3. Advanced Level: Custom Fields

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How to do it:

Since we’re on the subject of customization, it seems the perfect time to mention the Custom Fields add-on available within TSheets. The best part? Getting Custom Fields set up is incredibly quick - all you have to do is contact our Customer Experience team and they’ll get you hooked up. Just be sure you know what you want your Custom Field to be called, if you want it required, if you want it to be a list or a free form text entry field and if you want it to be available on all job codes.

Why you want it: 

Custom Fields give you added flexibility to track time against more than just job codes, and picks up where the limitations in job codes ends. For example, the job codes allow you to track time in a hierarchical structure, but Custom Fields mean that you can track time in a more parallel structure (think, something from column A and then something from column B.) Alternatively, if you have something that your employees will always select, such as a specific set of tasks or projects, you could create a custom field for that (which means only setting it up once) instead of listing those tasks under each and every customer. The best part? The reports will display and honor those settings, which means you can filter reports by a specific Custom Field giving you even more power over your timesheet reports. Looking for more? Check out more advanced features within TSheets! 

If you like what you’ve learned about our accounting software here, stay tuned! We’re going on a little break, but will be back to discuss more features in even more detail to ensure your TSheets Time Tracking account is set up to fit your needs perfectly.

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