When we invoice customers they holdback 10% of the invoice until the job is complete. Currently we use an item code HB which is a 10% deduction on the ivnoice and that puts that money into a current asset accout. Then when the project is complete we create another invoice with the item code HB PO (holdback pay out) which deducts that money from the current asset account and posts it in accounts receivable.
We pull a report monthly to see if we missed anyone that we could invoice. It shows ALL debits & credits and the final balance, not an individual project/customer balance. Our options currently are: filter by name for projects to try to eliminate ones we know were invoiced which takes a long time OR export it to Excel then filter by name then match up credits & debits to elimianate fully invoiced projects. We can't filter by date as projects can last up to 2 years. each name.
How can we manage this system better within QB so that we can quickly easily see who owes money on Holdbacks? We started a separate excel sheet and we just add those invoices there but I'm finding more and more we are working outside of QB and we're trying to centralize as much as possible withine one program.
"Currently we use an item code HB which is a 10% deduction on the ivnoice and that puts that money into a current asset accout. Then when the project is complete we create another invoice with the item code HB PO (holdback pay out) which deducts that money from the current asset account and posts it in accounts receivable."
Yes, that is Construction Retention or Retainage. That is Perfect.
Hi another option I can suggest you is Receive Payment for an Invoice as partial payment of 90% so balance 10% is receivable and can generate many types of Reports as you need to follow up later.
Thank you for the comment. The only feasible solution was to create a sub account under my main Holdback account for each project. This way I see a total for the account on my balance sheet then when the project is closed and fully invoiced I can deactivate the sub account.
it won't allow that on a sub-trade ONLY the customer side...what we have done is...we enter the full expense to the job; under the item section, and in the expense section we code it to as a negative in the liability account we called Sub-trade 10% holdback and we can still code a project name too; when we pay it out we use the same account to offset...after all it is a liability until paid.