Copy Timesheet-Based Invoices to QuickBooks

It is with a big smile that I am announcing that WeWorked is now integrated with the very popular QuickBooks Online.  We received hundreds of requests to integrate our timesheet system with QuickBooks.  Like always, we heard you and took action.  Most people didn’t specify what type of integration they were looking for, so we did some research and determined that the immediate need for the majority was to allow invoices created in WeWorked to be copied to QuickBooks.  The QuickBooks API has some limitations, so for now the integration is only for US QuickBooks accounts.

How to connect to QuickBooks

Administrators will click on Settings then Integrations.  Click the Connect with QuickBooks button then enter your QuickBooks login information.

timesheet-quickbooks

WeWorked never sees or stores your password or username.  Click Authorize to connect WeWorked and QuickBooks.

time-tracking-quickbooks
How to copy an invoice to QuickBooks

Once your WeWorked account is successfully linked to QuickBooks, go to the invoices area.  Click to view and invoice.  Click the Copy to QuickBooks button.  That is it.  Your invoice is now copied.

copy-to-quickbooks

Note: You must have a Tax Code called TAX for the tax information to copy over with your invoice.  If your invoice included a discount, you will need to determine if you want the discount applied before tax or after tax within QuickBooks. WeWorked’s invoice numbers are copied into the notes/memo field.  

New and Improved Invoice Area

We also revamped the invoice area.  Results are now grouped by month, so you can easily see what is going on.  You can also quickly search for an invoice by simply typing in the invoice number.
search-invoice

Let us know what other type of integrations you would like to see. We love feedback of all kinds.

Show us you like this update and the direction we are going by Tweeting, Liking on Facebook, and clicking Google+.

Turn on/off timesheet submission emails

We recently made it possible for users to notify someone when they submit a timesheet. Even though the feature was optional, quite a few users were bombarded with unwanted emails. You now have the option to turn on or off the option for user to notify a person when they submit a timesheet. Administrators can find this feature under Settings then Notifications. Enjoy!

time-submit-onoff

A bundle of new features – daily approvals, submit notifications, new review section

We are proud to introduce a bundle of new features today.  All of these features are in response to feedback we have received from customers and visitors to the site. We hope everyone benefits in some way from one or more of these enhancements. We are definitely excited!

Daily, weekly, and semi-monthly approvals, submissions, and denials

Before today, all time in WeWorked was centered around a full week.  Now each day can stand alone or in combination with any other number of days. Submit, approve, and deny time daily, weekly, bi-weekly, and semi-monthly (1st through the 15th and 16th through the end of the month).  These actions can be taken on days of the same status (not-submitted, pending, and approved). For example, if the 1st and the 3rd are pending review, you can approve or deny time for the 1st and the 3rd at the same time.

Tip: In order to submit semi-monthly time, the first day of the week shown must be within the time period you wish to submit. For example, to submit the 15th through end of the month, the first day of the week displayed must be the 15th or greater and all the time through the end of the month must be the same status.

If you are taking action on more than week worth of time, such as semi-monthly or two weeks, you will be prompted with a full view of the time for that period so you can view it all together.

biweekly-timesheet-approval

Notify reviewers when submitting time

You can now choose to send an email notification to your timesheet reviewer when submitting time for review.  Simply select one of your reviewers to notify and they will receive an email notification that time is pending their review.

submit-time-notification

Improved and more detailed review section
The new and improved timesheet review area now provides reviewers with a comprehensive view of users’ time. The area functions like the report section and allows time to be viewed in groupings of weekly, bi-weekly, and monthly.

budgetalert-time-tracking

iPhone app updated

We have submitted the updated iPhone app to the Apple store.  In about a week, you will be able to submit and deny time daily.  You will also be able to see the status of individual days of the week.  This update is in support of the above changes. We also fixed a few quirks.

A lot of work went into this release. Show us you like the update by Liking, Tweeting, and clicking the Google+ button. Enjoy!

Introducing Budget Alerts

We have always captured high-level budget information at the project level.  But we never really did much with the data.  Well we have decided to capture additional budget information and make use of it all.  Starting today, in additional to project level budget information, you can now enter budget settings for tasks.

To make the most of this data, we are introducing Budget Alerts.  Budget Alerts send emails to people when a budget setting is exceeded or within a certain limit.  Budgets are checked daily at midnight, using your company’s timezone setting. Once triggered, an email will be sent weekly until the budget alert is removed.

There are four budget types:

  • Cost Per Task – This budget type uses the Budgeted Cost defined for each task to determine when to trigger a budget alert.
  • Hours Per Task – This budget type uses the Budgeted Hours defined for each task.
  • Total Project Cost – This budget type uses the Budgeted Cost defined in the Project Overview.
  • Total Project Hours – This budget type uses the Budgeted Hours defined in the Project Overview.

Note: You must be on trial or a paid plan to use Budget Alerts. Budget Alerts are sent at 11 p.m. EST.

Create Your First Budget Alert

Click Settings then Projects.  Click on the Project you want to have a budget.  Under the Budget Alert section, click Add Budget Alert. Complete the form then click Add Budget Alert.

budgetalert-time-tracking

New Feature: Add a new task to multiple projects

So you have tons of projects and realize that you now want your team to track a new task that applies to all of the projects. Before today you had to add this task to each project. We have simplified this process to one step.  Now when you create a task for a project you can choose to add the task to one or more other active projects. You can choose specific projects or select all of them with a single click.

Give it a try today!  Here is how easy it is to add a new task to multiple projects.

Enter a project and select Add Task.  Enter the task information and select Yes for Copy Task to Other Projects. Check all the projects you want to copy the task to then select Add Task.

timesheet-copy-tasks

timesheet-copy-tasks2

It is that easy! Let us know you like this enhancement by Liking this post, clicking Google +, and sending a Tweet.  We promise to keep them coming.

Custom Invoices

We always get requests to customize invoices, so we decided to give you more control over how your invoices look. Allow me to introduce you to Invoice Sets. Invoice Sets allow you to customize invoices beyond the default display settings. You can change label names, hide certain fields, repeat footer information, and even change an invoices layout (requires a custom invoice). Each invoice is assigned a single Invoice Set. The Invoice Set assigned controls the way the invoice is displayed. For example, you can create an Invoice Set that renames Quantity to Qty and hides the Discount field. You may want another invoice that always displays your banking details in the footer. Invoice Sets are really flexible.

Creating an Invoice Set
Click Settings then Invoices. Under the Invoice Sets section click Add Invoice Set. Give the Invoice Set a name to help you distinguish it from others and adjust the settings to suit your needs. Once added you can edit an invoice to use the new Invoice Set.

weworked-receipts

We also will be creating custom invoices for customers with unique requirements or that just want their invoices to look a specific way. Get a quote for a custom invoice by sending an email to contactus@weworked.com with a sample of the invoice you us to reproduce. You will be able to select your custom invoice template from your Invoice Set.

Show us you like this update with a Facebook Like, Tweet, and a Google + below! We are just getting started.

New Feature: Customize Days of Week

WeWorked always required a set work week that started on Sunday and ran through Saturday. We believed that the majority of our customers followed a standard work week schedule. However, the time has come where our customer base has spread all over the world and has thus outgrown what is typical. And for this reason we are proud to announce that you can now customize your weeks to begin on any day of the week.

This feature was once reserved only for our Enterprise customers, but we felt even our smallest customers would benefit from the ability to change which day started the week.

Administrators can go to Settings then edit Company. You will see the option to change Start of Week near the bottom of the screen.

timesheet-custom-week

Your feedback is important, so Like, Google+, and tweet this post to let us know you like this update.

NEW: View Past Receipts

Starting today you can view all your past WeWorked receipts. You will continue to receive the standard receipt by email when a payment is received, but should you ever need additional information or something more formal, the new PDF receipt should satisfy your need. You can even add additional information to your receipts, such as your VAT Number and address. We hope this makes things easier for you.

You can access the new receipts by clicking Account in the Dashboard area. Your receipts are located under the new section Payment History.

As always, Like, Tweet, and Google+ this post to let us know you like the update. Much success!

weworked-receipts

More Custom Printing Options

In addition to the hiding comments and leave from a timesheet printout, you can now choose to hide all non-billable tasks. This works on the weekly and daily view of a timesheet.

While viewing a timesheet, click Print then check which items you wish to hide from the printer-friendly version of the timesheet.

time-tracking-print

Enhancement to Timesheet Timer

We made some major improvements to the daily timer.

How it worked before
Previously the timer required you to keep the timer window open. Closing the window would stop the timer. You also could only run a single timer at a time.

How it works now
Today you can start a timer or multiple timers for tasks. You can close the browser and come back later and the timer will keep running. The timer windows will no longer get in your way. You will no that a task has a timer running by the animated bouncing ball.

Give the new timer a try, and let us know what you think. Enjoy!

time-tracking-print