QuickBooks Time Review 2025: Is It Still the Best Option for Time Tracking?
Andjelka Prvulovic
Last update on:
Nov 6, 2025
Published on:
TL;DR
QuickBooks Time is a solid, reliable time-tracking platform with excellent QuickBooks integration. However, it comes with higher costs (requiring both QuickBooks Online and Time subscriptions) and lacks some advanced features field-based teams need—such as route optimization, segmented tracking, and industry-specific compliance tools.
For mobile workforces, Timeero delivers more specialized functionality at a much lower cost.
If you’re a business owner, HR lead, or operations manager using QuickBooks, QuickBooks Time probably feels like the natural companion for tracking hours, scheduling shifts, and running payroll.
But many growing businesses, especially those with field or mobile teams, are now starting to question whether QuickBooks Time is still the best fit.
I tested the app extensively in 2025 across web and mobile platforms for this QuickBooks Time review. Here I’ll break down:
What QuickBooks Time does well
Where it falls short for modern, mobile-first teams
QuickBooks Time is a cloud-based time-tracking solution that integrates directly with QuickBooks Online. Originally known as TSheets, the software, acquired by Intuit in 2017, helps businesses track employee hours, manage approvals, and export data for payroll processing.
Key QuickBooks Time features:
Time tracking and approvals
GPS and geofencing
Employee scheduling
Payroll integration
Reporting and job costing
Break and overtime tracking
From our testing, it works best for:
Businesses already using QuickBooks Online
Office-based teams with predictable schedules
Operations needing detailed project tracking and payroll reports
But for field crews or compliance-heavy industries, there are trade-offs worth examining.
Important note: QuickBooks Time requires an active QuickBooks Online subscription (starting around $30/month per company), which noticeably adds to your overall cost.
My testing experience
This isn’t my first time using QuickBooks Time. I’ve tested it several times over the past few years, and I've seen some improvements — GPS now tracks routes instead of straight-line distance, for example.
Still, reliability issues remain in both GPS and mileage tracking, which I'll explain below. For this review, I tested both the web dashboard and the QuickBooks Workforce mobile app, focusing on GPS accuracy, mileage tracking, and real-world usability.
Setup and onboarding were straightforward. The web app walks you through company setup, where you define overtime rules, set break policies, and invite employees. The QR code invite feature stood out — employees scan it, create an account, and join automatically without manual data entry on your end.
On mobile, the QuickBooks Workforce app is simple to use. Employees tap "Clock In," select their job, and the app captures their GPS location as it starts tracking their route. Adding notes or photos to timesheets is easy, helping document fieldwork or project progress.
Offline functionality worked well during testing. The app kept tracking time and location even when I turned off cellular data, then synced everything once reconnected, which is crucial for teams working in areas with spotty coverage.
One major frustration: many features — like the Time Kiosk with facial recognition, break tracking, and custom fields — aren’t visible by default. They’re tucked away under “featured add-ons,” which you have to install manually, and they remain in that tab afterward. For new users, that extra step makes navigation harder than it needs to be.
Overall, QuickBooks Time is functional and well-suited for businesses already using QuickBooks Online. But when I started testing the GPS, mileage, and overtime features, it became clear that the experience varies a lot depending on your team’s setup and workflows.
QuickBooks Time feature breakdown
Time tracking and approvals
QuickBooks Time offers three ways to track time: punch clock, advanced timecard, or manual timesheet. The advanced timecard worked best in my testing — employees clock in, switch between jobs, and log notes throughout the day.
You can require photos or notes before clock-out to support documentation needs. The approval workflow is solid — timesheets appear in a dedicated queue for managers to review and approve. Email notifications trigger when employees edit timesheets.
These core functions work reliably. One small drawback: When managing multiple projects simultaneously, the approval view gets cluttered.
Scheduling
The drag-and-drop scheduler is intuitive and easy to use. Color-coding keeps things organized, automatic reminders keep employees on track, and you can repeat schedules daily, weekly, or monthly.
The Who’s Working view gives managers a real-time snapshot of who’s clocked in, making last-minute task reassignments easier.
For teams needing more flexibility: There's no shift-swapping feature. When someone calls out, managers must manually reassign shifts — fine for small teams but tedious at scale.
GPS tracking and geofencing
I've seen the app improve in some areas — GPS now tracks routes instead of straight-line distance, for example. That said, reliability issues remain, which I'll detail below.
You can choose between three tracking modes (Required, Optional, or Off), and the Who's Working map updates in near real time with color-coded dots showing who's active, on break, or clocked out.
Geofencingworked reliably in my testing. You can draw circular zones (100–1,000m radius) around job sites, and the app sends reminders when employees enter or leave those areas. It's not as customizable as polygon geofences, but it handles most standard use cases.
For mobile workforces needing more detail, route maps now include breadcrumbs — but tracking still isn’t as dense as purpose-built field tools. GPS points don’t always update instantly in areas with weak coverage, breadcrumb trails are less continuous than specialized tracking, and route replay can load slowly with limited detail. For basic location verification, it works well; for audit-ready documentation or real-time dispatching, more detailed tracking would be necessary.
Real testing experience
I ran into an interesting GPS issue back in October that's worth sharing. I was testing both apps during a 5-hour shift, and both had some gaps in GPS updates — probably just spotty network coverage in the area.
But here’s what caught my attention: around 2:56 PM, QuickBooks Time's last GPS point locked onto a location nearby where I actually was, but not quite right. And it stayed stuck on that wrong spot for over 3 hours until I clocked out.
The whole time, if my manager had checked the "Who's Working" map, they would've seen me at a place I wasn't. However, Timeero was running on the same phone under the same network conditions, and was showing my actual location the entire time.
It's the kind of thing that might not matter much for office-based teams, but if you're trying to dispatch someone to the nearest available technician or verify that a healthcare worker actually visited a client, that 3-hour window of incorrect location data becomes a real problem.
Mileage tracking
QuickBooks Time's mileage tracking has improved significantly over the years. It now tracks much more closely to actual routes than straight-line distance, and it logs mileage only when employees are on the clock, helping keep business and personal travel separate.
That said, a serious accuracy problem emerged during extended testing. When I ran both apps side-by-side for 8.5 hours — a mix of driving between locations, working on-site, and walking around job sites, QuickBooks Time calculated 4.28 miles of "mileage" while Timeero tracked 3.04 miles. That's a 40% difference.
Here's what's happening: Both apps track GPS movement continuously throughout the shift. But QuickBooks Time counts all GPS movement as mileage, including walking around job sites, moving equipment in parking lots, or any motion detected by GPS.
Timeero also captures all GPS data for its detailed breadcrumb trail, but it uses motion-detection technology to distinguish actual driving from other movement. It only counts mileage when speed exceeds a set threshold, filtering out everything that isn't real driving.
The reimbursement impact is significant. At the 2025 IRS mileage rate ($0.70/mile), that 8.5-hour shift would generate $2.99 in reimbursement with QuickBooks Time versus $2.13 with Timeero — a difference of $0.86 per employee per day. For a 20-person field team working 250 days per year, inaccurate mileage filtering could result in approximately $4,300 in overpayments annually for movement that wasn't actual driving.
Beyond the accuracy concerns, advanced features are also absent. For example, you can’t compare actual routes against optimal paths to identify inefficient driving. Plus, there's no automatic commuter mileage deduction to exclude non-reimbursable miles, and there's no segmented view to break down time and distance between multiple stops in a single shift.
Overtime and break tracking
Overtime settings are flexible, you can define weekly, daily, or double-time thresholds. The built-in California overtime rule option simplifies compliance with that state’s complex overtime laws.
I didn’t encounter any overtime calculation issues during my testing, but it’s worth noting that some users have reported problems with hours not being labeled correctly — especially under California’s overlapping daily and weekly thresholds. One detailed review documented a 26-hour test where the system failed to flag overtime and double-time correctly. If accurate overtime tracking is critical for your business, this is something to verify during your trial period.
Break tracking allows custom rules for paid/unpaid and automatic/manual breaks. In my testing, automatic breaks worked flawlessly, the system inserted them mid-shift exactly as configured.
Reporting and integrations
Reporting is comprehensive and one of QuickBooks Time's strong suits. The platform generates detailed reports on hours worked, project costs, payroll data, and labor distribution. Visual charts make it easier to spot trends at a glance.
The Job Costing report seems especially useful. It compares estimated versus actual hours per project and helps catch budget overruns early. You can filter by employee, customer, job, or date range and export to CSV or PDF.
I also love the geofence timesheet exemption report, which flags all instances when employees clocked in or out outside their designated zones. It's a quick way to spot patterns, like which team members consistently punch in offsite. This allows you to address the problem, before it becomes a bigger issue.
Integration is QuickBooks Time’s biggest strength. Native QuickBooks Online connectivity eliminates manual data transfer. Time data flows automatically with correct job codes, pay rates, and billing categories. It also integrates with Gusto, Xero, ADP, Rippling, Paylocity, and others.
One small limitation: there’s no live dashboard. Each report has to be generated separately, which slows down real-time monitoring when you’re tracking multiple metrics.
What QuickBooks Time does well
Before examining limitations, it's worth acknowledging where QuickBooks Time genuinely excels.
The QuickBooks integration is exceptional. This is the platform's biggest competitive advantage. Time data flows automatically into QuickBooks Online with zero manual intervention. For businesses billing clients hourly or running complex payroll, this eliminates entire workflow steps. Multiple accountants in reviews called it "seamless" and praised how it "easily imports into QuickBooks" for payroll and invoicing.
Reporting provides genuine value. The detailed, customizable reports help businesses make informed decisions. The Job Costing report alone justifies the platform for project-based operations. You can analyze labor costs from multiple angles and catch budget issues early.
Core time tracking is reliable. For businesses with employees at fixed locations on predictable schedules, the fundamentals work well. Time tracking is accurate, the approval workflow maintains control, and managers can monitor who's working in real time.
Setup is straightforward. The onboarding process guides configuration without overwhelming complexity. The QR code invitation system eliminates manual employee data entry and gets teams up and running quickly.
The Time Kiosk with facial recognition works effectively. For teams at central locations — warehouses, offices, fixed job sites — the shared device with facial recognition prevents buddy punching and maintains accountability.
Security is solid for standard operations. QuickBooks Time uses AES-256 encryption, multi-factor authentication, and secure cloud infrastructure. However, it’s not HIPAA-compliant, which rules it out for healthcare organizations handling protected health information.
For office-based teams deeply integrated with QuickBooks, these aren’t minor advantages. QuickBooks Time delivers real, measurable value in streamlining payroll and accounting workflows.
QuickBooks Time vs Timeero
QuickBooks Time is best for:
Businesses already using QuickBooks Online for accounting
Office-based or hybrid teams with predictable schedules
Field-based teams (construction, home healthcare, field services)
Businesses needing route and mileage analysis
Companies requiring compliance tools (EVV, HIPAA, California breaks)
Teams visiting multiple job sites per shift
What users like about QuickBooks Time
We analyzed hundreds of reviews across G2, Capterra, Trustpilot, and Reddit. Here are the most common themes, with representative user quotes:
The QuickBooks integration eliminates friction. Accountants consistently highlight how time data "easily imports into QuickBooks" for payroll and invoicing. One manager called it "the best assistant" for reconciling labor data across projects. For businesses already in the QuickBooks ecosystem, this seamless connection saves substantial time.
Employees adapt quickly. "QBO time is very user friendly for employees to track their time and for managers to get insights into project timelines," wrote a tax accountant on G2. Most workers navigate clock-in/out without extensive training. A utilities accountant noted after years of use it's become "an integral part of our business."
Mobile accessibility works well. "I love the mobile clock-in and check-out, GPS tracking, and detailed reporting features," one user noted. The ability to track time from anywhere supports remote and field-based work arrangements.
Project billing becomes more accurate. Service businesses bill by the hour value tracking time against specific jobs. "QuickBooks Time helps in getting the detailed report, it makes the scheduling an easy task," noted one verified user. The ability to compare estimated versus actual hours helps maintain project profitability.
It's intuitive to use. "QuickBooks Time is very intuitive and easy to use. No matter where you are, you can open the app and clock in and keep accurate time," wrote one manager, highlighting the platform's accessibility.
What users don't like about QuickBooks Time
While QuickBooks Time shows some clear strengths, users also report consistent pain points.
Cost concerns dominate feedback. Multiple reviewers cite "monthly base fee plus per-user charges [as] costly for small businesses." The requirement for both a QuickBooks Online subscription and Time tracking fees creates a higher total cost than many alternatives. One Capterra review titled "Decent and expensive" captured the sentiment before the user switched providers.
Customer support quality varies significantly. Several users report repeated and long interactions without resolution. "The support is horrendous," wrote one business owner who spent "hours on the phone with support" over two months without fixing their employee's access issue. One reviewer spent "over three hours on online chat" unsuccessfully. Some longtime users note support quality declined following Intuit's acquisition.
Mobile app issues persist. "Sometimes glitches" and "tends to freeze sometimes during processing" appear repeatedly in reviews. Users report occasional lag and the app "constantly logs you out" during normal use. Battery drain from always-on location tracking frustrates both employers and employees.
Platform can be buggy. "It is a little buggy sometimes," one user noted. Performance issues, while not constant, occur frequently enough to impact user experience.
Customization limitations exist. "Sometimes customization of the platform as per the specific need is difficult," noted one verified accounting user. The platform offers less flexibility than some users require for their specific workflows.
Contractor support is limited. Some businesses report that the software works primarily for W-2 employees without adequate support for 1099 contractors.
Approval workflow needs depth. "They need to introduce more approval levels, currently you can only route approvals through one person, where there may be multiple levels of approval required," one manager noted, which is a limitation for larger organizations with complex approval hierarchies.
QuickBooks Time pricing: what you'll actually pay
QuickBooks Time offers two pricing tiers, but field teams typically need Elite for GPS and mileage features. All plans require QuickBooks Online (starting around $30/month).
All Premium + GPS, mileage, geofencing, kiosk, priority support
New customers save 50% on base fees for the first 3 months. Payroll bundles available starting at $88/month.
If you already have a QuickBooks account, QuickBooks Time comes with a 30-day free trial. You can use it to test GPS accuracy, mileage tracking, and overtime calculations under real conditions.
My take on pricing: If you're already paying for QuickBooks Online and need basic time tracking with some GPS functionality, the Elite plan is a good option. But if you're managing a mobile workforce that needs accurate mileage, compliance tools, or route verification, you're paying premium prices for mid-tier features.
Pros and Cons
Pros
Exceptional QuickBooks integration — automatic data sync eliminates manual entry and reduces errors
Flexible time-entry options — punch clock, timecard, manual entry, or kiosk with facial recognition
Intuitive scheduling — drag-and-drop interface with automatic reminders and calendar sync
Comprehensive reporting — detailed insights for job costing, payroll, and budget management
Reliable offline mode — continues tracking without internet, syncs when reconnected
Easy setup — straightforward onboarding with QR code employee invitations
Cons
Requires QuickBooks Online subscription — adds ~$30/month base cost beyond Time tracking fees
Expensive for field teams — $40 base + $10/user (Elite) for GPS & mileage
GPS tracking less detailed — breadcrumbs less dense; can show incorrect locations for stretches
Missing advanced mileage features — no route optimization, commuter deduction, or segmented tracking
Cluttered interface — many features hidden in add-ons; custom fields limited to 6 active
Overtime tracking may be unreliable — reported mislabeling with California rules
No shift-swapping — managers handle changes manually
Mobile app issues — occasional lag, freezing, battery drain reported
No compliance tools — lacks EVV, HIPAA, California break attestation
No multi-stop automation — manual clock-in required at each location
If QuickBooks Time feels like it's almost right for your business — but not quite — that's because it wasn't designed with field teams in mind.
It's a solid time-tracking tool with some GPS features added on.
Timeero, on the other hand, was built from the ground up for mobile workforces. Here's how it solves the problems QuickBooks Time leaves unaddressed:
Use Case 1: Field Service Company Needs Mileage Optimization
The Problem: A field service company reimburses technicians for mileage. They need to verify that employees are taking the most efficient routes and not inflating mileage claims.
With QuickBooks Time: You'd get basic mileage tracking with route maps, which is fine for simple reimbursement. But you can't compare actual routes to optimal routes, you can't automatically deduct commuter mileage, and you have no way to identify which technicians are wasting time and fuel on inefficient driving.
With Timeero:
Route replay: See the exact path traveled, turn by turn
Suggested mileage: Compare the shortest route to the actual route taken and see the difference in miles and cost
Commuter mileage deduction: Automatically exclude the first X miles of the day to comply with IRS rules
Segmented tracking: For multi-stop trips, see the time and distance for each leg of the journey
Result: The company saves thousands per year by identifying inefficient driving patterns, coaching technicians on better routing, and eliminating inflated mileage claims.
Use Case 2: Home Healthcare Agency Needs EVV Compliance
The Problem: A home healthcare agency in California must verify that caregivers actually visit each client for the required amount of time — and they need EVV (Electronic Visit Verification) compliance for Medicaid reimbursement. They also need to ensure compliance with California's strict break laws.
With QuickBooks Time: You'd see basic clock-in and clock-out locations with route maps, but no EVV compliance support, no HIPAA-compliant data handling, and no automated break attestation. You'd need to layer on additional tools, which defeats the purpose of an all-in-one solution.
With Timeero:
EVV compliance built-in: Automatically verifies the who, what, when, where, and type of service for every client visit
California Breaks Tracker: Employees attest to their meal and rest breaks at the end of each shift via a daily sign-off form, documenting compliance and protecting you from costly penalties
Detailed route replay: Shows the exact route taken to each client, with timestamped breadcrumbs proving arrival and departure times
Result: The agency stays compliant, gets reimbursed faster, and has audit-ready documentation — all without juggling multiple tools.
Use Case 3: Sales Team Visits Multiple Clients Per Day
The Problem:
Sales reps visit five to ten clients in a single day. Manually clocking in and out at each location is inefficient and error-prone — reps forget half the time, and managers lose visibility into how much time was spent traveling versus meeting with clients.
With QuickBooks Time: Employees would need to manually clock in and out at each location. If they forget, you lose data. There's no automatic capture of multi-stop trips.
With Timeero:
Segmented tracking: Reps clock in once in the morning, and the app automatically logs every stop throughout the day
Automatic capture of:
Every client visit
Time spent at each location
Distance traveled between stops
Total travel time versus work time
Result: Complete visibility into the sales team's day — without asking them to touch the app multiple times. Managers see productivity patterns, optimize territories, and coach reps on time management.
More Features, Lower Price
When it comes to total cost, QuickBooks Time can get pricey once you factor in both the required QuickBooks Online subscription and per-user fees. Here’s how it actually breaks down for a 20-person team.
Pro: $8/user/month — includes scheduling, job management, geofencing, and basic mileage tracking
Premium: $11/user/month — adds advanced mileage features, commuter deduction, compliance tools (EVV, HIPAA, California Breaks), and custom fields.
Optional Add-On:
Segmented Tracking: $5/user/month (available on Pro and Premium plans) — automatically captures every stop, travel time, and distance between locations for teams visiting multiple sites per day.
QuickBooks Time
QuickBooks Online (required): around $30/month per company
Elite plan: $40 base fee + $10/user/month — includes GPS, mileage tracking, and kiosk mode
QuickBooks Time vs. Timeero: Cost Comparison (20 Users)
Plan
Monthly Cost Calculation
Monthly Total
Annual Total
QuickBooks Time (Elite + QBO)
$40 base + ($10 × 20 users) + $30 QBO
$270/month
$3,240/year
Timeero Pro
$8 × 20 users
$160/month
$1,920/year
Timeero Premium
$11 × 20 users
$220/month
$2,640/year
Annual savings
Switching to Timeero Pro saves about $1,300 per year
Switching to Timeero Premium saves around $600 per year while unlocking compliance and advanced mileage tracking features
Even with QuickBooks Time’s strong accounting integration, Timeero gives field teams more functionality for less money, and doesn’t tie you to an additional accounting subscription.
Final verdict
QuickBooks Time is a solid time-tracking tool, especially if you're already using QuickBooks Online and managing an office-based or hybrid team.
Choose QuickBooks Time if:
You're locked into the QuickBooks ecosystem and need seamless integration
Your team works mostly from fixed locations (offices, warehouses, retail)
You don't need advanced mileage optimization, route verification, or compliance tools
You're willing to pay $40 base + $10/user/month (plus the QuickBooks Online subscription) for GPS and mileage features
But if your business relies on a mobile workforce, such as construction crews, field technicians, home healthcare workers, or sales teams, QuickBooks Time may not fully meet your needs.
The GPS tracking is less detailed than purpose-built tools. The mileage tracking lacks route optimization and segmented views. There's no automatic multi-stop capture. And it lacks the compliance tools that regulated industries need.
Yes, if you're using QuickBooks Online for accounting and managing office-based or hybrid teams with predictable schedules. For field operations needing advanced GPS, route optimization, or compliance tools, Timeero offers better specialized functionality.
What's the difference between QuickBooks Time and Timeero?
QuickBooks Time requires a QuickBooks Online subscription (starting around $30/month per company) plus an Elite plan ($40 base + $10/user/month) for GPS and mileage features. It excels at QuickBooks integration but lacks advanced field tools. Timeero works independently at $8–$11/user/month and offers denser GPS tracking, route optimization with suggested mileage, commuter mileage deduction, and compliance features (EVV, HIPAA, California Breaks) that QuickBooks Time doesn’t include.
Does QuickBooks Time include mileage tracking?
Yes, in the Elite plan ($40 base + $10/user). It tracks actual routes using automatic drive detection and provides IRS-compliant reports. However, it lacks suggested mileage comparison to optimal routes, automatic commuter deduction, and segmented views for multi-stop trips.
What's the best QuickBooks Time alternative?
Timeero for field-based teams. It offers detailed GPS with continuous tracking, advanced mileage tools, including route optimization, segmented tracking that automatically captures multi-stop trips, and built-in compliance features. It integrates with QuickBooks Online, QuickBooks Desktop, and other payroll systems like Gusto, ADP, and Paychex.
Can I use QuickBooks Time without QuickBooks Online?
No. QuickBooks Time requires an active QuickBooks Online subscription to function, increasing total ownership costs significantly. Timeero works independently and offers QuickBooks integration when needed without requiring a subscription.
Does QuickBooks Time work offline?
Yes. The mobile app tracks time and location offline and syncs data once reconnected — important for teams in areas with spotty coverage. The Time Kiosk facial recognition requires the internet. Timeero also offers full offline functionality with reliable syncing.
Built for field teams, not just accountants.
Get the GPS, mileage, and compliance tools QuickBooks Time is missing.
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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