How to Reassign Employee Hours to the Right Project in QuickBooks Online Without Disrupting Payroll or Job Costing?

Hi Dennis Lee,

You’re not the only one running into this issue.

Many QuickBooks Time users accidentally tag hours to the wrong project, often due to mobile clock-in rushes, default project settings, or simple human error. While the hours themselves may be accurate, associating them with the wrong job can lead to bigger issues than you’d expect.

To correct employee time entries logged under the wrong project in QuickBooks Online Time, go to Timesheets, filter to find the incorrect entries, and unapprove them if needed. Use Bulk Edit in the Manage Timesheets view to update the project, or edit each entry manually if bulk editing isn’t available. Once done, reapprove the entries to sync them with payroll and update job costing and billing.

Incorrect project tags can distort payroll costs, throw off job costing, and result in inaccurate client billing. If these entries are already approved or synced to QuickBooks Online Payroll, fixing them without triggering payroll mismatches or reporting errors can feel tricky.

You’ve likely tried to fix it by manually editing time entries, but the process can feel unclear, especially when entries are already approved or linked to payroll.

Let’s walk through what causes this issue and how to safely reassign project hours, without compromising payroll accuracy or historical data.

Can I Edit Approved or Synced Time Entries?

Yes, you can edit approved or synced time entries in QuickBooks Online Time, but it depends on timing and user permissions.

Here’s what you need to know:

Approved Time Entries

• Admins and Managers can unapprove entries to make changes.
• Once unapproved, the time entry becomes editable (project, hours, notes, etc.).
• After editing, the entry must be reapproved to be included in payroll and reports.

Synced with QuickBooks Online Payroll

• If time entries were already synced with QuickBooks Online:
  • Edits will reflect in payroll only if made before running payroll.
  • If payroll has already processed those hours, you’ll need to make manual payroll adjustments.

Note: Editing synced entries after payroll does not fix paychecks or job costing. Always verify totals before finalising.

Bulk Editing Limitations

• Bulk edit is only available for unapproved time entries that share:
  • The same employee
  • Same day/week
  • Same status
• Approved or locked entries (due to pay period closure) cannot be bulk edited.

User Permissions Matter

• Only Admins or users with Manager-level access can:
  • Unapprove
  • Edit approved entries
  • See full audit logs

Steps to Reassign Hours to the Correct Project

This section outlines the steps to reassign hours, ensuring your time entries reflect the correct project work and preventing billing errors, payroll mismatches, and inaccurate job costing. Properly unapproving, editing, and reapproving entries keeps your data clean and synced across QuickBooks Time, Payroll, and reporting.

Step 1: Identify Incorrect Entries

• Go to Time Entries > Timesheets
• Filter by employee, project, or date range
• Spot hours logged to the wrong project

Step 2: Unapprove Entries (If Needed)

• Select the time entry and click Unapprove
• Only Admins or Managers can do this

Step 3: Bulk Edit (If Applicable)

• Use the Manage Timesheets view
• Select multiple entries and choose Bulk Edit
• Change the Project field and save

Note: Bulk edit only works if all selected entries share editable properties, like same employee or date range.

Step 4: Edit Entries Individually

• If bulk edit isn’t available, open each entry
• Update the Project field manually
• Save the changes

Step 5: Reapprove Entries

• Once all edits are made, reapprove entries for payroll sync
• Confirm changes reflect in payroll preview and job costing reports

Pro Tips to Avoid This in the Future

• Set default projects for repeat tasks
• Train employees to confirm project selection before clocking in
• Use reminders or mobile app restrictions to reduce human error
• Review timesheets daily or weekly before approval

FAQs

Will reassigning a project change how time appears on past invoices already sent?

No, once an invoice is finalised and sent, it won’t automatically update with changes made to time entries. You’ll need to adjust or resend the invoice if billing details change manually.

Can I restrict employees from selecting the wrong project during clock-in?

You can limit access by assigning specific projects to employees in their user profile settings. This helps reduce the risk of selecting unrelated projects during time tracking.

How can I confirm that the updated project hours are now billable?

After editing, go to the Time Activities by Employee Detail report or the Unbilled Time report to confirm the hours appear under the correct project and are marked as billable (if applicable).

Does QuickBooks Time keep a log of who edited a time entry?

Yes, the Audit Log in QuickBooks Time tracks who made changes, including updates to project tags, time, or approvals, useful for accountability and compliance.

How often should I review time entries for project accuracy?

It’s best to review time entries weekly before approving them, especially if you’re using them for payroll and client billing. This helps catch errors early and prevents last-minute corrections.

Disclaimer: The information outlined above for “How to Reassign Employee Hours to the Right Project in QuickBooks Online Without Disrupting Payroll or Job Costing?” is applicable to all supported versions, including QuickBooks Desktop Pro, Premier, Accountant, and Enterprise. It is designed to work with operating systems such as Windows 7, 10, and 11, as well as macOS.