How Can QuickBooks Users Bill Faster Without Adding More Admin Work?
Andjelka Prvulovic
Last update on:
October 6, 2025 6:56 AM
Published on:
TL;DR
QuickBooks users experiencing billing delays might be quick to blame the software. But it isn’t the software that’s to blame for slower billing processes. Rather, time-consuming data entry and missing time and mileage records are the main culprits. Automated time and mileage tracking solutions like Timeero speed up your billing process, offering seamless data integration with QuickBooks Online and Desktop versions.
Every business owner expects some manual work when billing in QuickBooks. You review charges, add details, and send the invoice.
But the real frustration begins when the data you need is missing. What was supposed to be a simple task becomes a frantic scramble to piece together information from scattered receipts, late timesheets, or forgotten mileage logs.
In this article, we’ll cut through that chaos. We’ll show you the real bottleneck in the QuickBooks billing process and how automating data capture with Timeero ensures your invoices are always accurate and ready to send.
Billing delays directly affect cash flow. When invoices go out late, payments come in late, and SMBs feel the squeeze. Payroll, fuel, materials, and operating expenses don’t wait, but revenue does if billing isn’t timely.
For businesses in field services, construction, property management, or any industry with a mobile workforce, these delays are especially costly.
That’s why speed matters. The longer you spend collecting billable data, the longer cash stays out of reach. Streamlining how hours, mileage, and costs get into QuickBooks saves your time and keeps money moving so your business can cover expenses and grow.
Why billing gets delayed in QuickBooks
QuickBooks can build an invoice in minutes. But it lacks the ability to track time and mileage.
On top of this major drawback, there are several other reasons why billing can be delayed in QuickBooks. We’ll take a look at the top 5 reasons below.
1. Missing or late timesheets
Most of the time employees log their hours weekly or monthly and by then, details are forgotten. If an employee loses their timesheet or turns it in late, admins spend extra time chasing down time entries, delaying every invoice that requires that data.
2. Forgotten mileage
QuickBooks Online includes a mileage tracker, but it’s limited: only Primary Admin and Company Admin users can log trips. Regular employees must manually track their mileage and maintain accurate mileage logs for payroll. The problem with this mileage tracking method, is that employees might forget to log their mileage and submit rounded numbers – which ends up costing you more in the long run.
Material costs, subcontractor fees, and job-related expenses are often stuck in spreadsheets or email receipts. Someone has to manually enter them into QuickBooks for invoicing, slowing down the billing process and increasing the chance of missing billable items.
4. Manual entry errors
When hours or miles are keyed in by hand, mistakes happen. Incorrect totals or missing line items can result in invoice revisions and back-and-forth communication with clients. Consistent errors don’t just delay payment, they lower your reputation among fellow business owners.
5. Admin staff chasing details
Office managers and bookkeepers waste hours each pay period tracking down missing data. Instead of focusing on growth or customer service, they’re tied up in reminders and corrections.
The result: invoices that could go out today are sent days or weeks later, and cash flow takes the hit.
The real bottleneck: Capturing billable data
Invoicing is simple when your data is accurate. Timeero imports appear as suggested expenses, ready to be billed in seconds.
So the real slowdown isn’t QuickBooks itself, but the process you have in place to secure the data you need for invoicing. If employee hours, business mileage, and job costs are missing, you can’t create a complete invoice.
The easiest way to avoid billing delays is to automate your workflow by capturing data in real time with a way for it to flow directly into QuickBooks.
QuickBooks invoicing tip
Once your billable data is ready, QuickBooks offers invoicing features such as recurring invoices, payment reminders, and online payment links that expedite client payment.
But if employee time and mileage records are missing, those features don’t really matter. Timeero automates time and mileage tracking so your invoices are accurate and ready to go before you ever hit “send.”
How Timeero helps QuickBooks users bill faster
Instead of chasing down missing hours or mileage, Timeero captures the data you need as work happens and integrates with QuickBooks for faster and more efficient billing.
"Our paper system was a disaster, costing us over 50 hours of productivity every two weeks and constantly delaying our invoicing. With Timeero, we completely streamlined the process. It solved our data bottleneck and made our operations efficient."
With Timeero, employees’ time entries are GPS-verified . Once exported, employee hours appear in QuickBooks timesheets, ready to be marked as billable and added to invoices. No late submissions, no forgotten hours, no guesswork. Invoices backed by GPS-verified logs are accurate and transparent. Clients see the details, reducing disputes and speeding up approvals.
2. Automatic mileage tracking
Timeero automatically captures employee mileage as soon as they hit “start” on the mobile time clock and begin driving over the company’s predefined speed threshold. There’s no need for drivers to manually keep track of mileage when they use Timeero for mileage tracking. The app’s GPS technology captures every trip’s starting and ending points, as well as total miles traveled.
Unlike QuickBooks Online, every employee can track mileage with Timeero — not just admins.
3. Customer and job tagging
In Timeero, every time and mileage entry can be linked to a client, project, or service item. With the QuickBooks mapping set up, those tags carry over automatically. Hours and mileage then show up under the right customer in QuickBooks, making it simple to pull them into an invoice without sorting through loose data.
4. One-click QuickBooks sync
After managers approve time and mileage in Timeero, exporting to QuickBooks takes a single click. Hours flow to timesheets, mileage to expenses, and unbilled charges are ready for invoicing. What used to take days of manual entry now takes minutes.
QuickBooks Time vs. Timeero
QuickBooks Time gives employees mobile time tracking and GPS, but mileage tracking is locked in the Elite plan — adding significant costs on top of your QuickBooks subscription. Reports are limited, and features like commute exclusions or segmented trips, aren’t included.
Timeero includes GPS-verified mileage tracking in every plan, starting at $4 per user. It’s built for SMB teams, making billing faster, easier, and more affordable.
The key to billing faster in QuickBooks is eliminating time consuming manual processes.
When you connect Timeero to QuickBooks, billing prep shrinks from days to minutes. Hours and mileage are logged automatically, tied to the right job, and synced with a click.
The result: accurate billing, fewer disputes, faster payments, and less admin work.
FAQs
Can QuickBooks track employee hours automatically?
No. QuickBooks Online requires manual time entry. For automation, you need an integrated app like QuickBooks Time (as a premium add-on) or Timeero, which provides GPS-verified time tracking on all plans.
Does QuickBooks automatically capture mileage for employees?
No. In QuickBooks Online, only admins can log mileage. To allow all employees to track mileage automatically, you need a tool like Timeero.
How do billable hours show up in QuickBooks invoices?
When hours are logged and marked billable, QuickBooks lists them as unbilled charges under the customer. Unbilled charges can be added to customer invoices with just one click.
How can I speed up invoicing in QuickBooks without hiring more staff?
Automate data capture. With Timeero, hours and mileage are tracked in real time, assigned to jobs or clients, and synced into QuickBooks. That reduces billing prep from days to minutes, without needing to hire more staff.
Andjelka is a researcher and writer with 7+ years in digital marketing. Her background in social work and journalism has sharpened her skill in connecting with people from all walks of life. For the past 4 years, she’s specialized in time, location, and mileage tracking. Outside work, she enjoys yoga, swimming, and unwinding with her cats while listening to Leonard Cohen’s music.
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