Integrate Employee Scheduling Software with QuickBooks to Save Hours of Work Each Week

There’s a funny thing about small business. You have to pay your employees and then get paid by your clients in order to be successful and stay afloat (who knew, right?). To do so, this requires generating invoices for clients and creating paychecks for employees on a weekly or biweekly basis.

This process can be tedious, repetitive and never-ending. However, we’ve come a long way from the pre-computer dinosaur ages (which really weren’t that long ago). The majority of small business owners use bookkeeping software, such as QuickBooks, to accomplish this arduous task. While this is a better alternative than pen and paper (or stone tablets), QuickBooks still relies on manual data entry, and that’s no fun. Manually generating up to 70 invoices and 50 paychecks requires a major time investment. Plus, this task has a high risk for human error.
To avoid PEBCAK (the highly sophisticated tech diagnosis, “Problem Existing Between Chair And Computer”), select an employee scheduling software that integrates with a bookkeeping software which allows for full automation of this less-than-favorable task.

TimeCurve Scheduler integrates with QuickBooks to save valuable time and money. The TimeCurve QuickBooks Utility software installs on any Windows PC computer and syncs data between QuickBooks and the user’s online TimeCurve account. This feature enables users to quickly export clients and employees from QuickBooks into their account. It also can import invoices for clients and timesheets for employees into QuickBooks from TimeCurve.

Small business owners or scheduling managers spend a bulk of their time creating invoices and managing payroll. By integrating scheduling and payroll software, these processes are merged, saving an average of 5 to 30 hours of labor per week/month/pay period or more.

This feature is ideal for businesses that have many employees with varying schedules and shifts, such as home health agencies, grocery stores or pet sitting operations. The natural chaos involved in scheduling for these businesses is headache-inducing on its own, but manually tracking timesheets, hours and client payments is the recipe for a perfect storm. When TimeCurve and QuickBooks functionalities are merged, the risk for human error is reduced and time is freed to focus on other business objectives.

This feature is a win-win and TimeCurve Scheduler is one of the few employee scheduling software platforms to offer this highly useful feature. To learn more, schedule a demo or a free 30-day trial as early as today.

Employee Scheduling Software Helps Your Company Go Paperless

Eliminating paper waste from your office is the easiest way to go green at work. Fortunately, employee scheduling software is a quick and easy way to reduce paper use, as well as streamline your office processes. It’s a win for your business and a win for the environment! Here are four ways going paperless can benefit your business:

1. Stay organized.
In a paperless office, there’s less mess. The stack of old schedules, timesheets and payroll forms will instantly vanish when your company switches to an electronic employee scheduling system. Everything is digital, so there’s no need maintain paper records.

2. Increased productivity and efficiency.
Paper slows us down, which is a problem because time is money! Not only can an employee scheduling software system help you stay organized by maintaining digital files instead of paper, the platform automates routine scheduling and billing. Say goodbye to writing handwritten schedules and the never-ending payroll cycle.

3. Improve security.
A filing cabinet may be fireproof and lockable, but its security doesn’t compare to a secure cloud-based system. TimeCurve Software features automatic data backups, secured transactions and encrypted passwords for maximum safety.

4. Less room for errors.
With paper, it’s easy to misplace an important form or misread sloppy handwriting. Plus, with the advanced security features, data is continually backed up, so you don’t have to worry about files accidentally ending up in the trash.

5. Less maintenance.
When relying on paper and hard copies, there are a million things to maintain and fix: broken printers, empty ink cartridges, bum copy machines, refill the paper. It’s an endless cycle. With an employee scheduling system, everything you need is in one place—the computer. Plus, as a cloud-based system, the scheduling system is accessible on any computer with an internet connection, so there’s no need to install software on another computer.

6. Environmentally friendly.
Relying on a cloud-based employee scheduling system is a smart business move, but as an added bonus, it helps to reduce your carbon footprint. With less paper, you’re creating less waste that in turn burdens the earth, as well as your business.

Learn more about TimeCurve Employee Scheduling Software

Choosing the Right Employee Scheduling Software for Your Business

Employee scheduling software is not one size fits all. Since scheduling needs vary greatly by industry, scheduling software will vary, as well. Before selecting a scheduling solution, it’s important to consider the needs of your business against the features of the specific scheduling software.

Static Scheduling vs. Dynamic

First, and perhaps most importantly, consider whether your business operates on static scheduling or dynamic scheduling. Static scheduling, often called shift-based scheduling, applies to businesses that rely on a fixed schedule where there is little-to-no variation in shift schedules.

Businesses that use static scheduling generally have two or more shifts that need to be covered in a 24-hour period. For example, a 24-hour diner must schedule servers for three eight-hour shift to cover the around-the-clock service.

Another defining characteristic of static scheduling is a fixed time and place. For instance, a grocery store requires a set number of registers to be filled during set operating hours (e.g., 7am to 10pm).  The cashiers always work in the store and never offsite or outside the predetermined store hours.

Dynamic scheduling is used in industries with variables that constantly change times of work shifts, as well as the location of the worksite or client. Examples of businesses that rely on dynamic scheduling include home care agencies, pet sitting services, cleaning services and HVAC technicians.

Scheduling software is very specific, so the platform will often cater exclusively to either static scheduling or dynamic scheduling, but not both. About 70 percent of the scheduling software on the market is geared toward static, shift-based scheduling. Only 30 percent of products, including TimeCurve Software, is developed specifically for dynamic scheduling.

Finding the Right Scheduling Solution

As mentioned above, it’s important to select software based on your business’s style of scheduling. TimeCurve was created specifically for small- to mid-sized businesses that operate on dynamic scheduling. TimeCurve is a cloud-based software, so it’s easy to set up and use. Plus, the application integrates with QuickBooks and Electronic Visit Verification for additional functionality.

Lastly, when selecting any employee scheduling solution, it’s important try it out before committing. TimeCurve offers a free 30-day trial, so you can make an educated decision and determine if it’s a right fit for your company.

Employee Scheduling Software 101: Combining with QuickBooks and Electronic Visit Verification

Employee scheduling software should be flexible enough to accommodate the vast majority of your HR and business needs. Unlike other solutions, TimeCurve Software has been specially designed to incorporate QuickBooks for accounting tasks, as well as Electronic Visit Verification (EVV) systems for employee time management.

Here’s how these two essential platforms can be integrated into scheduling software for a more productive and efficient experience:

QuickBooks and TimeCurve Integration

QuickBooks is a financial accounting service designed for small businesses. It offers capabilities for money management, expense billing, sales invoicing and more. Most notably, QuickBooks and TimeCurve can be dually integrated, so payroll and invoicing is a breeze.

Specifically, TimeCurve integrates with QuickBooks by importing clients and employees from QuickBooks. TimeCurve also can export client invoices and employee payroll timesheets to QuickBooks from TimeCurve.

With hours and rates logged in the TimeCurve portal, the essential information is instantly exported to QuickBooks for quick, headache-free payroll processing and invoicing. Consider this easy, breezy scenario: A company services a hundred clients, all of whom need to be invoiced bi-weekly. In QuickBooks alone, hand-creating a hundred detailed invoices would take hours, if not days. And then two weeks later, the process would have to be repeated. With TimeCurve, this never-ending cycle is eliminated and the process is fully automated. TimeCurve uses this feature to create invoices based on client schedules and seamlessly exports them into QuickBooks.

Similarly, creating payroll for a hundred employees is a tedious task. TimeCurve automates this process as well, eliminating stress and wasted time.

Electronic Visit Verification

Long are the days of punch cards! Electronic Visit Verification (EVV) enables telephone or computer-based service that electronically confirms when employees clock in or out for their shift. EVV is mandatory in many regions of the United States, so integrating this will employee scheduling software creates a seamless time-tracking process.

With TimeCurve and EVV integration, manual timesheets are a thing of the past. The hours worked from the employees are automatically imported into the system, so there is no need to be manually processed. Plus, with everything automated in one centralized location, the preset process reduces mistakes from human error, making it much more reliable than the alternatives.

Have questions about how your business can use TimeCurve Software in conjunction with QuickBooks and EVV? Get started with a free trial today!

Best Employee Scheduling Software – Must Have Features

Top 5 Features Your Scheduling Software Must Have

Whether you run a grocery store, senior home care agency, a hotel chain or restaurant, employee scheduling software can streamline your business and eliminate headaches. Here are top 5 features that a well designed scheduling solution can’t be without.

1. Easy-To-Use Yet Flexible Scheduling

Well designed scheduling software will support creation of the most complex schedules, covering various scenarios such as, assigning multiple employees to the same client, splitting a shift between multiple employees, seamless support for overnight shifts to name a few. It should also offer a wide range of recurrence options so that you can create schedule manually once and let the system manage it going forward.

2. Seamless Integration With QuickBooks

Integration with bookkeeping software will allow you to fully automate the client invoicing and employee payroll. If you are creating client invoices and employee payroll manually, then your scheduling software is not doing a good job. Automating these tasks will help you eliminate errors, free up resources for other tasks and get paid faster.

3. Powerful Reporting

Ability to generate detailed reports, charts and graphs is essential for a busy office. Good scheduling software will have have options to generate, filter and sort reports in various ways. Additionally features to export reports in most common formats such as PDF and Excel files should also be offered.

4. Web-Based Solution

Online based solution has many advantages over the old PC based software. A web browser is all you need. Online-based applications don’t need any special software that then has to be installed on a computer. Simply access the cloud-based portal, and you’re ready to start scheduling. Online- or cloud-based apps are designed to accommodate multiple users. There’s no need to install the platform on multiple computers or setup complex servers. Your data is protected with encryption algorithms as well as being backed daily.

5. Integration with Electronic Visit Verification Systems

Electronic Visit Verification (EVV) enables telephone or computer-based service that electronically confirms when employees clock in or out for their shift. With EVV integration, manual timesheets are a thing of the past. The hours worked from the employees are automatically imported into the system, so there is no need to be manually processed, thereby eliminating errors and the lengthy process of reconciling time sheets with schedules.

Web-based or Desktop: Which is Better for Employee Scheduling Software?

As the name suggests, cloud-based employee scheduling relies on the cloud—an online-based, remote server—to store its applications and files. Stand-alone desktop software, on the other hand, requires downloading the files and storing them on a computer’s hardware. Both options have their place in the computing world, but in these technologically advanced times, one reigns supreme, and that’s the cloud-based alternative. Here’s why:

  • A web browser is all you need. Really! That’s it. Online-based applications don’t need any special software that then has to be installed on a computer. Simply access the cloud-based portal, and you’re ready to start scheduling.
  • Designed for multiple users. Online- or cloud-based apps are designed to accommodate multiple users. There’s no need to install the platform on multiple computers. Since it’s accessible with a web browser anyone can log in to the system with their personal username and password.
  • Structured for remote use. Similarly, cloud-based scheduling software allows manager to access the program from home or work (or anywhere else for that matter). A stand-alone desktop application tethers its users to a specific computer, which drastically limits its flexibility and functionality.
  • Increase security. TimeCurve Software uses Amazon Web Services for hosting. The cloud-based hosting platform is one of the most respected in the industry. With secured transactions, encrypted passwords and automatic data updates, business owners can work in confidence knowing that valuable and confidential data is protected.
  • Reliable service. Even with low bandwidth, cloud-based computing offers a reliable and fast service, especially when using a respected platform, such as Amazon Web Services.
  • Flexible and agile. Cloud-based services are easy to implement and can be quickly updated when necessary. Plus, since the cloud can be used remotely, this platform works on all operating systems including Windows and Mac.

 

Want to learn more about cloud-based scheduling software? Let us know!

How to Choose the Secure, Cloud-based Scheduling Software

TimeCurve Software uses cloud-based applications, as a opposed to desktop applications, for its employee scheduling software. This technology has become increasingly prevalent in the last decade, as it offers many benefits for its users. But first, let’s get acquainted with the cloud and its capabilities:

What is the Cloud?

The cloud is network of remote servers used for storing files or accessing applications. In the simplest terms, the cloud is the internet. Though not everyone is familiar with the cloud and its terminology, it’s likely that you’ve used it. If you’ve ever checked your email, used Facebook, saved a file to Dropbox, watched a movie on Netflix, listened to a song on Pandora, or accessed Google Docs, then you’ve used the cloud.

Benefits of the Cloud

Historically, files that you wanted to save required a physical piece of hardware, such as a CD or a floppy disc (remember those?). Likewise, if you wanted a new program on your computer, it required installing it via hardware. These days, desktop applications are less common as web apps (cloud-based programs) are becoming the norm. TimeCurve Software, for example, uses cloud computing to house its programming remotely. There’s no need to install the program or save important files to your computer when using the application; everything is stored remotely for easy access and improved security.

Choose a Well-Known and Respected Cloud System

When selecting web-based employee scheduling software, it’s recommended to pay attention to where the software is deployed and select the one that is deployed to a cloud system with a strong reputation. For example, Amazon Web Services is a leader in the industry and offers highest-levels of security for web based software solutions. Amazon Web Services isn’t the only game in town, but it’s important to research its features and understand how other cloud systems will integrate with your business.

Avoid a Do-It-Yourself Scenario

Whatever you do, don’t try to build your own cloud system when integrating employee scheduling software into your business. The setup is complex and requires a multitude of resources, so it’s best to go with something that’s tried and true. If something goes amiss in the development, important business files and client data could be breached. It’s not worth the risk.

Have questions about using cloud-technology for employee scheduling software? Contact TimeCurve Software or sign up for a free demo today!