WEEK OF

WEEK TOTAL 0:00

TEAM SHEET · WEEK OF

TEAM TOTAL 0:00

Type hours straight into a cell — saved instantly. A dotted cell holds detailed customer splits; click the person’s name to edit those on their sheet. Changes here are recorded in the audit trail.

REVIEW · WEEK OF

‹ BACK TO REVIEW

WEEK TOTAL 0:00

DECISION

PERSONNEL

CUSTOMERS & JOBS

Names must match QuickBooks exactly — use Customer:Job for jobs (e.g. “DoJ:K9 Program”).

SERVICE ITEMS

Must match QuickBooks service item names exactly.

QUICKBOOKS EXPORTS

FROM

TO

INCLUDE

QUICK RANGE

.CSV QuickBooks Online Time activities — import with SaasAnt / Transaction Pro, or open in Excel .CSV Payroll summary Regular / overtime hours per employee .IIF QuickBooks Desktop Timer activities — only if a Desktop company file is ever used

VRC runs QuickBooks Online — use the CSV. The IIF file (and the QB company name / create time in Settings) apply to QuickBooks Desktop only. Exports use each person’s QuickBooks name, never codenames.

SETTINGS

AUDIT TRAIL

HOW TO USE VRC TIMESHEETS

Two minutes, start to finish. Admin sections appear only for admins.

★THE WHOLE SYSTEM, IN THREE STEPS

During the week — everyone types their own hours on My Week and hits Submit week when it's done. (Rico can also type or fix anyone's hours on the Team Sheet — same numbers, one screen.)
End of week — Rico or Kennard opens Review and hits Approve on each submitted week. Approving is the report to Kennard — nothing to email, nothing to compile.
Kennard — signs in, opens Exports, downloads the QuickBooks Online CSV for the pay period, and imports it. Done.

That's it. No master spreadsheet to maintain — the app is the master sheet.

1SIGN IN

Open time.valleyrootedconsulting.org on any device — phone or computer. First time, use the temporary password your admin read to you; the app makes you replace it with your own (10+ characters) before anything else. Forgot your password later? Ask an admin to hit Reset PW next to your name — you'll get a fresh temporary one.

2ENTER YOUR HOURS

Your week is a grid. Each row is a kind of work: pick the customer and service it belongs to (or leave both blank for general/internal time), and hit BILL if it's billable to that customer. Each column is a day.

Type hours either way: 7.5 or 7:30 both mean seven and a half hours.
The little ✎ in a day cell adds a note ("Perimeter assessment — Gilroy site").
+ Add row for a second kind of work; the × removes a row.
New week that looks like last week? Copy last week's rows pre-fills your usual customers and services — just type the hours.
Day, row, and week totals compute live; the app flags overtime past the weekly threshold.

3SAVE, THEN SUBMIT

Save draft keeps your work — come back and edit any time. When the week is complete, hit Submit week. That locks it and sends it to accounting. Submitted too soon? Recall submission takes it back until it's been reviewed.

The stamp in the corner tells you where your week stands: DRAFT yours to edit · SUBMITTED waiting on accounting · APPROVED done · REJECTED read the note at the top, fix the week, submit again.

Print gives a signable paper copy of any week.

4THE TEAM SHEET & WEEKLY REVIEW ADMIN

Team Sheet is the whole crew's week on one screen — one row per person, one column per day, exactly like the master spreadsheet. Type hours straight into any cell (both 8 and 7:30 work); each cell saves the moment you leave it. Days where an employee logged detailed customer splits show a dotted total — click the person's name to edit those on their full sheet. Employees still see everything you enter on their own My Week.

Review is where weeks get approved: everyone's status and totals, with Approve / Reject right on the list (a rejection requires a note — it goes back to the employee). Unlock hands a locked week back. Every admin edit anywhere is recorded in the audit trail.

5PEOPLE, CUSTOMERS & SERVICES ADMIN

People — add each teammate: username, display name (codenames are fine), and their QuickBooks name — the exact name on the QuickBooks Online employee/vendor list. The display name is what the app shows; the QuickBooks name is what exports use. Tick Payroll time for W-2 staff.
Adding a person shows their temporary password once — read it to them; they set their own at first sign-in.
Customers and Services must match QuickBooks Online exactly (use Customer:Job for sub-customers). A spelling difference is the #1 cause of import errors.
Deactivate people or customers you no longer use — never deleted, so history stays intact.

6EXPORT TO QUICKBOOKS ONLINE ADMIN

Approve the weeks first — exports include approved weeks only unless you widen the scope. Then Exports → pick the range (the presets cover most runs) → download the QuickBooks Online .CSV.

QuickBooks Online imports it through a one-time-setup importer app — SaasAnt Transactions or Transaction Pro (QBO app store). Choose record type Time Activity and map the columns once, then reuse the saved mapping every pay period:

CSV column	QBO Time Activity field
Date	Activity date
Employee	Employee / Vendor name
Customer	Customer
Service Item	Service item
Duration	Hours (decimal)
Billable	Billable status
Notes	Description

The payroll .CSV gives regular/overtime totals per person for paychecks. The .IIF is only for QuickBooks Desktop — ignore it on QBO. If an import row errors, a name doesn't match a QuickBooks list — fix the spelling under People/Customers/Services and re-export.

7HOUSEKEEPING ADMIN

Settings holds the company name, week start day, and overtime threshold — plus Download data (JSON), a complete portable copy of everything; keep one with each closed pay period. Audit answers "who changed what, when."