Reports Guide¶
Every report QBTime Manager can produce — what it is, how to read it, and when to use it. Pick a report when you create a Scheduled report or run one manually on the Reports page; each emails as a clean table (and can be saved as a PDF from the preview).
A note on "to be verified" reports. Some reports below are marked ⚠️ provisional. They are fully built and will email correctly, but they rely on QuickBooks Time data fields we are still confirming against a live account (pay rates, break details, group/department, time-off balances, GPS). Until that confirmation, treat their numbers as a strong draft, not gospel — the email itself carries the same note. Everything not marked is computed from core timesheet data and is reliable.
Attendance & punctuality¶
Daily attendance¶
What: Everyone sorted into Present, Late, Absent (no-show), In progress, On leave, and Unscheduled for a given day, in the company's timezone. Read it: Each section lists names with a count. "Absent" = scheduled but never clocked in; "Unscheduled" = clocked in without a shift on the calendar. Use it: The daily pulse — your every-morning "who showed up" email.
Late / early¶
What: Who clocked in after their shift start (late) or left before shift end. Read it: One row per person with the minutes over/under the threshold. Use it: Spot punctuality patterns; back up coaching conversations.
No-show¶
What: Scheduled people with no matching punch at all. Use it: Immediate coverage decisions — who do you need to call in?
Missing punch¶
What: People still "on the clock" long past a reasonable shift end (they likely forgot to clock out). Use it: Fix bad time data before it reaches payroll; also fires as an alert.
Coverage gaps¶
What: Times/areas where scheduled coverage falls short of what was planned. Use it: Confirm shifts are actually being filled.
Hours & timesheets¶
Hours per employee¶
What: Total completed hours per person for the period, highest first. Use it: Quick "who worked how much" without opening payroll.
Overtime¶
What: Anyone over the overtime threshold (40h default), with the overtime portion called out. Use it: Catch OT before it's a surprise on the paycheck; control labor cost.
Weekly timesheet (grid)¶
What: The classic timesheet matrix — each employee as a row, the seven days as columns, daily totals across and a weekly total at the end. Read it: Scan a row for an employee's week; scan a column for one day's coverage. The Total column is the weekly sum. Use it: The screen managers expect for review and approval; print/PDF it for sign-off.
Detailed timesheet¶
What: Every individual punch — clock-in, clock-out, hours, jobcode, and notes — newest first. Read it: One row per entry; this is the line-item audit view, not a summary. Use it: Resolve a dispute ("what exactly did I work Tuesday?") and audit edits.
Hours by jobcode ⚠️ provisional¶
What: Hours grouped by the job/task they were logged against. Use it: See where time actually goes across jobs.
Hours by group / department ⚠️ provisional¶
What: The same hours rolled up by team, department, or location. Use it: Multi-site or multi-crew managers comparing units at a glance.
Pay period summary ⚠️ provisional¶
What: Per-employee totals (entries + hours) for the pay period window. Use it: A pre-payroll sanity check of the period's totals.
Payroll & cost¶
Payroll summary ⚠️ provisional¶
What: Per-employee regular vs. overtime vs. PTO vs. holiday hours, plus a grand total — the breakdown payroll actually needs. Read it: Columns are the hour buckets; Total is everything added up. Use it: The hand-off to payroll. This is the single most-used payroll report in the industry — it turns raw punches into "what to pay."
Wage / gross pay ⚠️ provisional¶
What: Regular and overtime hours × pay rate = gross pay (overtime at 1.5×). Read it: Rate is per hour; Gross is what they earned before deductions. Use it: Owners/bookkeepers estimating payroll cost for the period.
Labor cost ⚠️ provisional¶
What: Hours × rate per employee (straight cost, no OT premium). Use it: Quick labor-spend view by person.
Job / project costing ⚠️ provisional¶
What: Hours and dollar cost rolled up by job/customer/project. Read it: Cost sums each contributing employee's hours at their rate. Use it: Client billing and margin checks — did this job cost what you quoted? Essential for construction, field service, and agencies.
Approvals & audit¶
Approvals status¶
What: The current approval state of each submitted pay period. Use it: See what's waiting on whom right now.
Approvals history ⚠️ provisional¶
What: The full trail — periods, each approval step, who acted and when. Use it: Prove a period went through the proper review chain; dispute defense.
Audit / edit log ⚠️ provisional¶
What: Who changed what in the system, when (newest first). Use it: Investigate a discrepancy; satisfy a labor-law or internal audit.
Edited timesheets ⚠️ provisional¶
What: Timesheets that were modified meaningfully after they were created. Use it: Flag after-the-fact edits for review.
Time off¶
Time-off (PTO) balances ⚠️ provisional¶
What: Accrued vs. used vs. remaining PTO per employee. Read it: Remaining = accrued − used for the period shown. Use it: Answer "how much vacation do I have left?" without leaving the app.
Schedule¶
Schedule vs actual ⚠️ provisional¶
What: Scheduled hours minus actual worked hours per employee. Read it: Positive variance = worked less than scheduled; negative = worked more. Use it: Catch under/over-coverage and schedule drift.
Live & location¶
On the clock now ⚠️ provisional¶
What: Who is currently clocked in and how long they've been on. Use it: Real-time floor view; spot someone who never clocked out.
GPS anomalies ⚠️ provisional¶
What: Location pings that look implausible — low accuracy or a "stuck" repeated coordinate. Use it: Sanity-check mobile/field punches. (We flag oddities; we don't change QuickBooks Time's GPS engine.)
Compliance¶
Meal / rest break compliance ⚠️ provisional¶
What: Long shifts with a missing or too-short break — the kind that can owe premium pay in states like California. Read it: Each row is a shift + the issue (missing vs. short break). Use it: Get ahead of break-law penalties before they're owed. Break rules vary by state — confirm your thresholds.
Certified payroll (WH-347) ⚠️ provisional¶
What: Per-worker classification, regular/overtime hours, rate, and gross — the backbone of certified-payroll reporting for public/prevailing-wage projects. Use it: Contractors on government jobs who must file WH-347-style reports. (Prevailing-wage rate determinations aren't included — bring those separately.)
ACA / ALE hours ⚠️ provisional¶
What: Average weekly hours per employee, flagging ACA full-time status (≥30 avg weekly hours). Use it: Employers near/over 50 employees determining ACA full-time headcount.
Payroll export (close payroll faster)¶
Beyond the on-screen reports, Reports → Payroll export gives you a download built for your payroll system, so you don't re-key hours:
- Providers: Generic CSV, Gusto, ADP, Paychex. Pick yours, choose the pay period, and download a CSV mapped to that provider's import layout.
- What's in it: each employee's regular / overtime / PTO / holiday hours (and, in the Generic export, pay rate + estimated gross).
- ⚠️ Hours and pay rates are provisional until verified against your QuickBooks Time account — confirm a test import before running live payroll.
Live ops dashboard¶
The home dashboard adds a Live ops panel — the things to act on right now:
- On the clock now — who's currently punched in and for how long.
- Labor cost (7-day) vs. budget — set a weekly labor budget and the panel shows spend, percent of budget, and an over-budget warning.
- Break premium owed — estimated premium pay you may owe for missed/short breaks (CA-style: one hour per violating workday).
- Exceptions — anomalies we caught for you: impossible hours, overlapping punches (possible buddy-punching), schedule drift, GPS "teleports," and today's missing punches.
⚠️ These figures use QuickBooks Time fields still being verified; treat dollar amounts as provisional until confirmed.
Approvals on your phone¶
The Approvals page works on mobile — review a pending pay period and tap Approve or Reject for the current step. Each morning, if approvals are waiting, admins get a "N timesheets need your review" notification so nothing sits forgotten.
How to run any report¶
- Go to Reports. For a one-off, choose the report type and date, then Preview or Run & send.
- For something recurring, create a Scheduled report: pick the type, cadence (daily/weekly/monthly), time, recipients, and delivery (separate or one combined email across companies).
- Saved views let you name a setup and re-run it in one click.
- Every preview offers Download PDF.
Period reports (weekly timesheet, payroll, pay-period, PTO balances, ACA, certified payroll, costing) summarize a trailing 7-day window ending on the report date; the rest are for the single date you pick.