Time Tracking Exports

Export time tracking data for payroll processing, job costing analysis, and record keeping. The system supports multiple formats and flexible column selection.

Export Types

Standard Time Export

Exports all time entries with full details:

• Employee information
• Project and category
• Date and hours
• Pay type
• Notes
• Mileage (if tracked)

Grouped Daily Export

Summarizes time by day:

• One row per employee per day
• Total hours aggregated
• Project breakdown
• Useful for payroll summaries

Mileage Export

Exports mileage data specifically:

• Employee and date
• Project assignment
• Miles driven
• Odometer readings (if recorded)
• Optimized for reimbursement processing

Creating an Export

Basic Export Steps

1. Navigate to Time Tracking > Export
2. Select the Export Type
3. Choose Date Range
4. Select Employees (or all)
5. Choose Format (CSV, Excel, PDF)
6. Click Export

Filtering Options

Filter	Description
Date Range	Start and end dates
Employees	Specific employees or all
Projects	Filter to specific projects
Departments	Filter by department
Pay Types	Regular, overtime, PTO, etc.
Approval Status	Draft, submitted, approved only

Column Selection

Choose which columns to include:

Employee Info:

• Employee Name
• Employee ID
• Department

Time Data:

• Date
• Start Time
• End Time
• Total Hours
• Pay Type

Project Info:

• Project Name
• Project Number
• Category/Activity Type
• Cost Code

Additional:

• Notes
• Mileage
• Odometer Start/End
• Location (if captured)
• Approval Status

Export Formats

CSV (Comma-Separated Values)

Best for:

• Importing into spreadsheet software
• Loading into payroll systems
• Custom data processing

Options:

• Delimiter: Comma, semicolon, or tab
• Text qualifier: Quotes or none
• Date format: Various options

Excel (XLSX)

Best for:

• Direct viewing in Excel
• Formatted reports
• Sharing with stakeholders

Features:

• Formatted headers
• Column widths auto-adjusted
• Date/number formatting preserved

PDF

Best for:

• Printed records
• Email attachments
• Archive purposes

Features:

• Professional layout
• Company header (if configured)
• Summary totals

QuickBooks Integration

QuickBooks Online

Export time for QuickBooks Online sync:

1. Go to Time Tracking > Export
2. Select QuickBooks Online Format
3. Choose date range
4. Export generates QBO-compatible file

The export includes:

• Employee mapping
• Service items/classes
• Billable status
• Customer/project assignment

QuickBooks Desktop

For QuickBooks Desktop integration:

1. Go to Time Tracking > Export
2. Select QuickBooks Desktop Format
3. Choose date range
4. Export IIF or CSV format

Fields included:

• Transaction ID
• Edit sequence (for updates)
• Class codes
• Payroll items

See QuickBooks Desktop Integration for setup details.

Payroll Export

Configuring for Your Payroll System

Work with your administrator to set up exports matching your payroll system:

1. Identify required fields
2. Map column names
3. Set correct date/time formats
4. Configure pay type codes

Common Payroll Formats

System	Format	Notes
ADP	CSV	Specific column order
Paychex	CSV	Employee ID mapping
QuickBooks	IIF/CSV	Payroll item codes
Generic	CSV	Flexible format

Export Schedule

For regular payroll:

1. Wait until all timesheets are approved
2. Export approved entries only
3. Use consistent date ranges (pay period)
4. Keep export files for records

Job Costing Export

Purpose

Job costing exports help analyze:

• Labor costs by project
• Time distribution across categories
• Budget vs actual comparisons

Recommended Columns

Include these for job costing:

• Project Name/Number
• Cost Code
• Category
• Employee
• Hours
• Pay Rate (if available)
• Date

Grouping Options

Group exported data by:

• Project → Category → Employee
• Cost Code → Project
• Date → Project

Scheduled Exports

Setting Up Automatic Exports

Administrators can configure scheduled exports:

1. Go to Admin > Integrations > Scheduled Exports
2. Configure export parameters
3. Set schedule (daily, weekly, etc.)
4. Specify delivery method (email, file storage)

Delivery Options

• Email - Sent to specified recipients
• File Storage - Saved to configured location
• Integration - Pushed to connected system

Export Best Practices

Before Exporting

1. Ensure timesheets are approved - Export only finalized data
2. Verify date range - Double-check period boundaries
3. Check filters - Confirm employee/project selections

After Exporting

1. Verify row count - Matches expected entries
2. Spot check data - Review sample entries
3. Archive the file - Keep for records
4. Document the export - Note date, parameters, purpose

Handling Corrections

If exported data needs corrections:

1. Make corrections in the system
2. Re-export the affected period
3. Note which export supersedes previous
4. Update payroll/accounting systems accordingly

Troubleshooting

Export Is Empty

Check:

• Date range contains entries
• Filter settings aren't too restrictive
• Selected employees have time entries
• Approval status filter matches entries

Missing Columns

Verify:

• Column is selected in export settings
• Data exists for that field
• User has permission to see that data

Data Format Issues

If data doesn't import correctly:

• Check delimiter matches target system
• Verify date format compatibility
• Ensure text qualifiers are correct
• Remove special characters if needed

Large Export Timeout

For very large exports:

• Narrow the date range
• Export by department/group
• Use CSV format (smallest file size)
• Contact support for bulk export options

Export Permissions

Who Can Export

Export access is controlled by permissions:

Role	Can Export
Employee	Own time only
Manager	Direct reports
Admin	All time entries

Sensitive Data

Some columns may be restricted:

• Pay rates
• GPS location data
• Personal notes

Contact your administrator about export permissions.