QuickBooks Time → Vexor migration
How to migrate from QuickBooks Time to Vexor (step-by-step, ~3 hours)
QuickBooks Time (formerly TSheets) is a time-tracking-only app at $20/mo base + $10/user/mo. For a 10-person crew that's $120/mo — for time clock alone, no quoting, no JSA, no photos, no invoicing. Vexor includes GPS time clock on the Field plan ($99/mo total) with the entire rest of the contractor workflow bundled in. This guide covers the time-data migration plus how to wire up Vexor as your replacement time-tracker without losing payroll history or QuickBooks integration.
Total time: About 3 hours of focused work, plus 1 week of parallel running.
What transfers, what doesn't
QuickBooks Time exports time entries to CSV with employee + customer + job + duration. Vexor imports time entries directly into its time clock system — you'll have historical hours visible alongside Vexor-recorded new hours. The QuickBooks integration is what most QB Time users care about preserving — Vexor Operations plan has a separate QuickBooks Online integration that syncs invoices (and on the roadmap: time + payroll).
The plan
1. Export historical time entries from QuickBooks Time
15 minQB Time → Reports → Time entries → Export to CSV. Pull the date range you want to preserve (12 months is typical).
2. Start a Vexor free trial — Field plan
5 minField ($99/mo) includes GPS time clock + payroll reports. No credit card.
3. Add employees + assign PINs
30 minVexor: Settings → Team → Add field user. Each gets a 4-digit PIN scoped to their device. No app install required — they clock in from any browser or the PWA on their phone.
4. Configure OT rules per state
15 minVexor: Settings → Time clock → Overtime rules. Daily OT (8/12 hour thresholds), weekly OT (40-hour threshold), double-time. Match your state's requirements.
5. Import historical time entries
20 minVexor: Settings → Import → Time entries. The historical hours show alongside new Vexor entries. Useful for payroll continuity and labor reporting.
6. Set up jobs the crew clocks into
30 minVexor's time clock requires a job to clock into (this is the upgrade from QB Time's "just clock in"). Active jobs show up automatically; create any missing ones in /vexor/jobs.
7. Train crew on the new clock-in flow (10 min each)
10 min × crewEach crew member: open Vexor on their phone, enter PIN, tap the job, tap Clock In. Done. 10 minutes per person; most catch on inside a single attempt.
8. Run parallel for one week
1 week (background)For one week, have the crew clock in to both QB Time and Vexor. End of week, compare hours. Reconcile any discrepancies (usually it's "I forgot to clock out of one"; rare beyond that).
9. Switch payroll off QB Time
1 hour first time, 15 min ongoingAfter parallel week, payroll runs from Vexor's payroll report. If you push to QuickBooks Online, the time→payroll handoff is currently manual (sync feature on roadmap). Most teams just download the Vexor payroll CSV and import to QBO.
10. Cancel QuickBooks Time
5 minQB Time → Subscription → Cancel. Save your historical CSV exports offline.
Common gotchas
Problem
QB Time exports don't include break records
Workaround
Vexor records breaks separately. Historical break-time data stays in QB Time as reference; new break records start in Vexor.
Problem
Payroll auto-sync to QBO not yet built
Workaround
Manual Vexor payroll CSV → QuickBooks Online import. ~15 minutes per pay period. Direct sync is on the roadmap.
Problem
Crew misses the QB Time mobile app
Workaround
Vexor's PWA installs to Home Screen and works exactly like a native app. Walk crew through the install (Add to Home Screen on iOS; Install App on Android) once.
Problem
GPS accuracy seems different
Workaround
Vexor uses the browser geolocation API (same one QB Time uses). Accuracy varies by phone + cell signal. Geofencing thresholds are configurable in Vexor settings if you need looser/tighter tolerances.
Related
Frequently asked
Does Vexor have geofencing?
Yes — set a geofence per job (default radius configurable). Clock-in attempts outside the geofence are flagged but not blocked, so you can review and approve.
What about scheduled break enforcement?
Vexor can be configured to require crew to clock in for a break (state-mandated meal break in California, for example). Set per workspace in Time clock settings.
Will hourly + salaried both work?
Yes — Vexor handles hourly clock-in tracking and salaried employees (where you track time for job costing but not payroll). Set the employee type per user.
Can supervisors approve timesheets?
Yes — Approval Center (Field plan and above). Supervisors review weekly timesheets, approve/reject, with notes back to the crew member.
How does this affect my QuickBooks accounting?
You'll lose the auto-sync from QB Time to QBO payroll. Replace it with a manual CSV import (15 min per pay period). If auto-sync is critical, wait until Vexor's direct payroll integration ships, or stay on QB Time for time tracking only and use Vexor for everything else.
Other migration guides
Start your migration today.
30-day free trial. Cancel anytime — no charge if you cancel before day 30. Run parallel with QuickBooks Time for as long as you need — Vexor is month-to-month with no early-termination fee.
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