Question

Adding Billable Time to a Job and not go through Payroll

Forum|Forum|5 years ago
April 29, 2021
13 replies
97 views

We do not use QuickBooks for employee time or payroll. However, I would like to include billable time for each job so we get a more accurate picture of job cost. Time sheets and single activity entry methods use the Payroll function of QuickBooks. Is there a way to do it without using the Payroll function?

Thank you

QuickBooks Desktop

S

SarahannC

Level 9

Hello there, ScottG-6315. Glad you've posted it here.

Still, you can utilize timesheet without using payroll in QuickBooks Desktop. Just make sure the timeactivity is billable to the customer. To create a timesheet to track hours, select a Customer: Job and Service Item and click to select the Billable? column. For more details, you can check this article: Learn how to create and print timesheets.

If you're already created a bill, create an invoice and select the customer that you entered on the bill. The Billable Time/Costs pop-up window, tick the Select the outstanding billable time and costs to add to this invoice radio button.

Also, you create a report that shows the customer name associated with the timesheet:

Go to the Reports menu.
Select Time and Mileage, then Time by Name.
Select Customize Report tab.
In the Display window, add more columns to your report by selecting one or more of the display options available. Add all the information you need.
Click OK to apply your selections.
Then, OK on the next window to save your changes.

To personalize your invoices and get the info you need, you can customize them. Feel free to use this resource for further insights: Use and Customize form templates.

If you have additional questions about QuickBooks Desktop, let me know by commenting below. I'm here to help in any way that I can.

S

SarahannC

Level 9

Hi ScottG-6315,

Hope you’re doing great. I wanted to see how everything is going about adding billable time to a Job. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at anytime.

Looking forward to your reply. Have a pleasant day ahead!

D

DAC7047

This thread is the closest I can find to my problem/situation. I work for a contractor and we put our labor costs against jobs for the purpose of job-specific P&L reports. We do not directly bill customers for labor.
I'm using QB Desktop Pro 2023. We were using Enhanced Payroll, but we have switched to an outside payroll processor where we enter the employee hours to their website and they do everything else. BUT I still want to track the hours worked on each job by each employee. Using "Enter Time>> Use Weekly Timesheet" I can still input the hours by job the way I used to. However, the hours just sit there unless I run payroll -- which we are NOT doing anymore.
I tried running a payroll as normal (but after the other payroll company did our REAL payroll). Of course this created paychecks in my check register that I have no need for since the payroll company already paid these. And, the total payroll dollar amount is already there since we imported General Ledger payroll dollar amounts from the processing company.
If I void the duplicate paychecks I created, that will undo the job costing data I want to keep!

As I type this, it occurred to me that maybe I should NOT import the payroll processor's General Ledger data at all, but rather use their calculations to manually create a "fake" Payroll Run.
Does any of this make sense to anyone? Please help if you can.

V

vaiconsultant

I have a similar situation, except I am a consultant and not a building Contractor. I want to add my hours worked on the project and bill the client the hourly rate, having my name as the employee, but since I am the owner, I pay myself differently. How do I enter this on a project/job without using payroll or it going to a labor cost account?

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