How To Edit Time Activity In QuickBooks Online

Accurate time tracking is essential for good project management, payroll, and client billing. In QuickBooks Online, time activities enable businesses to accurately record the hours worked by employees, ensuring precise financial reporting and job costing. However, errors in data entry, modifications in rates, or project updates might require adjustments to time entries after they have been recorded.

While QuickBooks Online allows manual edits, modifying large volumes of time data can be tedious. That’s where SaasAnt Transactions comes in, which allows users to export, modify, and re-upload time activity records in bulk accurately and efficiently. This guide will walk you through the entire process of editing time activity in QuickBooks Online with SaasAnt, step by step.

This blog is best suited for accountants, bookkeepers, QuickBooks ProAdvisors, and small business owners who frequently manage time-based billing, payroll, and project tracking in QuickBooks Online.

Why Edit Time Activity in QuickBooks Online?

• Editing time activity ensures accuracy in payroll, billing, and project tracking.

• Common mistakes include incorrect hours, wrong customer details, and outdated service information, which can negatively affect invoices and financial reports.

• Timely edits contribute to maintaining clean records and reducing errors, ensuring clients receive accurate billing.

• It’s also essential for businesses that rely on precise time logs for compliance, internal tracking, and maintaining trust with clients and employees.

Also Read: How To Export Time Activity In QuickBooks Online

How to Edit Time Activity with QuickBooks Online: Step-by-Step Guide

Always back up your QuickBooks Online data before you begin. Even though SaasAnt is designed to be safe and reliable, a backup provides an added layer of security. Follow the steps below to get started.

Step 1: Log In to Your QuickBooks Account

• Log in to your QuickBooks account.

Step 2: Navigate to the Apps Menu

• On the left side of the QuickBooks dashboard, you can see the menu bar, which offers various options.

• Select “Apps.” Click the dropdown and select “Find Apps.”

Step 3: Search and Install SaasAnt Transactions

• In the search bar, type “SaasAnt Transactions” as shown by the arrow in the image below.

Step 4: Open SaasAnt Transactions

When installing through the QuickBooks App Store, users must subscribe, grant company file access, and then connect the app manually.

On the SaasAnt dashboard:

• On the left side of the SaasAnt Transactions dashboard, you can see the menu bar with various options.

• Select “Download.”

• You’ll be taken to the Export Transactions interface as shown in the image below. 

• At the bottom left, click on “Let’s Export.”

Step 5: Filter and Export

• After you click “Let’s Export”, the dashboard will appear as shown in the image below.

• From the Transactions/List dropdown, select “Time Activity”

• Enter the necessary details such as:

• Date Type (Created Date or Transaction Date)

• Date Range

• Click “Search” to retrieve all matching “Time Activity” entries from QuickBooks Online. 

Step 6: Export

• You can preview the data and verify the details before finalizing.

• Click the "Download" button to initiate the download.

• Select your desired file format: Excel(.xlsx) or CSV.

• The file will be downloaded to your system.

• In the downloaded Excel file, you can make the necessary edits, such as adjusting the time, service type, or other details. 

• Once you've made your changes, save the file.

Step 7: Modify

• Return to SaasAnt Transactions.

On the SaasAnt dashboard:

• On the left side of the SaasAnt Transactions dashboard, you can see the menu bar with various options.

• Select “Modify.”

• At the bottom right, click on “Let’s Modify.”

• Select “Time Activities” under the Other Transactions section.

Step 8: Mapping Fields And Review

• Ensures accurate mapping of essential fields: Customer name, billable status, service, and taxable, etc.

• The ‘Preview Mapping’ feature allows users to verify field alignment before review.

• Select “Review”  after finalizing the mapping of all fields.

Step 9: Review And Update

• Review the modified “Time Activity” data and select “Update QuickBooks”. 

• At the bottom left, there is a “Download” option, where you can download this modified data for your future reference.

• Your modified “Time Activity” data will be updated in QuickBooks Online. Click “Show Results”.

Step 10: Modify 

• Your modified “Time Activity” data appears. At the bottom left, there is a “Download” option, where you can download your modified time activity data for future reference. 

• And also next to download, you can see “Undo”, where your “Time Activity” data will be rolled back. 
  

Modified “Time Activity” data are shown in the Audit Log of QuickBooks Online, featuring details like which employee’s data has been modified, as shown in the image below.

Make Quick Fixes with Live Edit

On the left side of the SaasAnt Transactions dashboard, you can see the menu bar with various options. Under the “Smart Entry” dropdown, you can "Live Edit" feature.

The "Live Edit" feature in SaasAnt Transactions Online allows for immediate, on-screen modifications of your data. You can filter transactions, select any field, and update values directly, eliminating the need for re-importing or exporting. This provides a quick and efficient method for making last-minute corrections or minor adjustments directly within the platform.

Use Case: A bookkeeper identifies wrong payment methods on 15 invoices shortly before the monthly closing. Rather than reimporting the file, they use Live Edit to quickly filter those invoices and correct the payment method field, saving time and ensuring accuracy.

Also Read: How to Edit Invoice Template in QuickBooks Online

Wrap Up

Making changes to time activities in QuickBooks Online is easy, organized, and scalable when you use SaasAnt Transactions. Whether you are fixing a few time logs or updating many records, this method reduces errors, saves time, and keeps your data clean and prepared for audits. By following the steps provided for exporting, editing in Excel, and re-importing, you can ensure that your time entries are correct, aligned with project and payroll needs, and completely updated in QuickBooks. 

By leveraging trustworthy platforms like QuickBooks for your accounting processes and SaasAnt for transaction management and automation, you can enhance the overall workflow, minimize errors, save time, and acquire greater financial insight.

If you have inquiries regarding our products, features, trial, or pricing, or if you require a personalized demo, contact our team today. We are ready to help you find the ideal solution for your QuickBooks workflow.

Frequently Asked Questions

1) What is the best way to bulk edit time activities in QuickBooks Online?

The best way to bulk edit time activities is by exporting them via SaasAnt Transactions, making the required modifications in Excel, and then re-importing the modified file back into QuickBooks Online.

2) Can I undo modified time activity data in SaasAnt?

Yes. Once editing is complete, SaasAnt presents an "Undo" function that allows you to backtrack the changes and restore the original time activity data.

3) Can I edit other transactions apart from time activity using SaasAnt?

Yes. SaasAnt allows you to edit various types of transactions, including Invoices, Expenses, Bills, Journal Entries, and others.