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MattLe
Level 1

Extracting information from invoices

Hi,

I don't know if this is possible but I have been asked by a client for the following information by year for the past three years.
Total hours billed each year.
Total mileage each year.

All of this is in my invoices not, for various reasons, recorded separately. I could of course go through every invoice to manually find it but wanted to ask if there is a quicker and easier way.

Solved
Best answer July 24, 2021

Accepted Solutions
ShiellaGraceA
QuickBooks Team

Extracting information from invoices

Thanks for getting back to us, @MattLe.

 

I have some information about extracting hours from your invoices. You'll want to use the Sales by Product/Service Detail Report. This way, you can filter your "Hour" service item.

 

Here's how:

 

  1. Go to Reports.
  2. Enter Sales by Product/Service Details from the search field.
  3. Select the Customise button and then the Filter drop-down.
  4. Change the Report period.
  5. Mark the Product/Service box and look for the Hour item from the drop-down. See the image below.
  6. Click Run report.

 

 

 

With the above steps, you're able to get the billed time and mileage from your past entries. Want more details about filtering reports? Check out this guide: Customise reports in QuickBooks Online.

 

Going forward, you'll want to refer to these articles below for your reference in recording your billable time and mileage in QuickBooks.

 

 

For other customer-related tasks, you can also click this link to go to the page: Topics about your company's income and customers.

 

Please know that you're always welcome to reply anytime if you have follow-up questions or concerns. I'm always here for you. Take care and stay safe.

View solution in original post

4 REPLIES 4
LieraMarie_A
QuickBooks Team

Extracting information from invoices

Yes, it can be done, @MattLe. I'd be happy to walk you through the steps in extracting information from invoices.
 

Are you using the Time Tracking feature to track and bill customers for the number of hours consumed in a project or activity? You can utilize the Time Activities by Customer Detail report to get the total hours billed to customers each year. You can use the Filter tool to extract the info for a specific client.

 

Here's how:

  1. Go to the Reports menu.
  2. Search for "Time Activities by Customer Detail" and select it.
  3. Click the Customize button.
  4. Modify the time activity date.
  5. Go to the Filter section.
  6. Select the client's name from the Customer drop-down.
  7. Click Run report.
  8. Repeat the same process for each year.

 

With regards to getting the total mileage billed to the client, do you manually record them as a product or service? You can pull up the Sales by Product/Service Detail report. This report gives you the total quantity and amount for each product or service billed to your customer. 

 

Follow these steps:

  1. Go to the Reports menu.
  2. Search for "Time Activities by Customer Detail" and select it.
  3. Click the Customize button.
  4. Modify the reporting period.
  5. Go to the Filter section.
  6. Select the client's name from the Customer drop-down.
  7. Click Run report.
  8. Repeat the same process for each year.

 

I'd suggest memorizing this report so you can access it in the future. You can also export the report to Excel. This way, it can be saved, stored, and transferred digitally if needed.

 

There are several reports you can view information about your business. Check out this articles to learn more:

 

Please let me know if you need further assistance in getting the information you need. I'm always around to help. Have a good one.

MattLe
Level 1

Extracting information from invoices

Hi,

No I'm afraid I'm not using the Time Tracking feature as until the last few days I didn't know it existed.
All I have is invoices I have filled in as shown in the attached invoice with mileage and hours as description under product/service.

The search Time Activities by Customer Detail returns nothing, can I find all the entries with hours as the service across all invoices or do I need to read each one?

I have also only just discovered that the mileage tracking feature in the app, which did not work for me before is now functional on my account. So everything was typed in by me, not recorded automatically.



 

ShiellaGraceA
QuickBooks Team

Extracting information from invoices

Thanks for getting back to us, @MattLe.

 

I have some information about extracting hours from your invoices. You'll want to use the Sales by Product/Service Detail Report. This way, you can filter your "Hour" service item.

 

Here's how:

 

  1. Go to Reports.
  2. Enter Sales by Product/Service Details from the search field.
  3. Select the Customise button and then the Filter drop-down.
  4. Change the Report period.
  5. Mark the Product/Service box and look for the Hour item from the drop-down. See the image below.
  6. Click Run report.

 

 

 

With the above steps, you're able to get the billed time and mileage from your past entries. Want more details about filtering reports? Check out this guide: Customise reports in QuickBooks Online.

 

Going forward, you'll want to refer to these articles below for your reference in recording your billable time and mileage in QuickBooks.

 

 

For other customer-related tasks, you can also click this link to go to the page: Topics about your company's income and customers.

 

Please know that you're always welcome to reply anytime if you have follow-up questions or concerns. I'm always here for you. Take care and stay safe.

View solution in original post

MattLe
Level 1

Extracting information from invoices

Thank you!

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