What TimeSheeta keeps
- Hours: the job, the day, the worker, the service item, the payroll item, the class, any notes, and the hours entered.
- Names from QuickBooks: customers and jobs, service items, classes, payroll items, and employees with the payroll items each one is set up with.
- An application audit log: every sign-in, entry, submission, correction and approval, with the time it happened.
- Your users’ accounts: name, email address and a password hash.
What TimeSheeta never keeps
- Pay rates. TimeSheeta never stores a pay rate. It records only whether one is set.
- Personal details from your employee records. No Social Security numbers, birth dates, gender, ethnicity, citizenship, military status, addresses, phone numbers or email addresses.
QuickBooks asks your administrator to allow access to personal data when the TimeSheeta connection is set up. TimeSheeta needs that permission to read two things from each employee’s payroll record: which payroll items they are set up with, and whether QuickBooks pays them from timesheets. Nothing else is read from an employee record.
What TimeSheeta can do to your QuickBooks file
TimeSheeta adds weekly timesheet entries. That’s all. It never creates, edits or deletes customers, jobs, employees, items, timesheets already in QuickBooks, or paychecks. It never calculates a rate, overtime or a premium: those are defined by your QuickBooks payroll items.
- TimeSheeta to QuickBooks web connection. The connection is granted from the company file by your QuickBooks admin, and can be removed at any time.
- One connection, one company file. The connection binds to your company file on its first run and refuses any other file afterwards, so two companies’ connections cannot be crossed.
- Every entry carries its own ID. If a sync is interrupted, TimeSheeta checks what QuickBooks already holds before it sends anything again.
- Sent hours are locked. Once hours are in QuickBooks nobody can change them in TimeSheeta. Corrections happen in QuickBooks.
Who can do what
- Separation of duties. By default nobody can approve hours they entered or submitted themselves. You can switch that on for a one-person office.
- Submitted weeks are locked. Changing a submitted week takes an explicit step that holds it for one person at a time and is recorded.
- Every step on the record. The Activity tab shows who entered, submitted, corrected and approved each week, and when. Only an administrator can download it.
Sign-in
- Passwords are hashed with Argon2id, and never stored or logged in readable form.
- An administrator can sign someone out of every device at once, and a password reset does the same.
- Your QuickBooks connection has its own machine credential, separate from every person’s password.
- Everything travels over HTTPS: the app, the API and the connection to QuickBooks.
Where it runs
Your hours and your company’s records are stored and processed in the United States on Render.
Reporting a problem
If you think you have found a security issue, email hello@timesheeta.com with “Security” in the subject.