How do you get a billing rate to be automatically applied to time imported from QB Time?

I can help resolve this so employees' billing rate will automatically be applied to their time entries, @CivilUnrest87.

Sync issues happen when pay types aren’t mapped correctly. You'll want to make sure the billing rate is set up successfully to your employees’ profiles and match to time types in QuickBooks Time.

You can refer to the instructions below to verify if the rates are added accordingly:

1. Open your QuickBooks Online account.
2. Go to the Payroll menu, then choose Employees.
3. Select each employee.
4. Check the pay types. Make sure the billing rate is added.
5. Click Save when done.
   

You can use the Payroll Item Mapping Tool to assign the items in QuickBooks Time. Here's how:

1. Press the QuickBooks dropdown, then choose Preferences.
   
2. Click Payroll Item Mapping Tool.
   
3. Match the pay type for each employee.
4. Close the window.
5. You can re-export the time after to see the changes.

Here’s a reference that discusses several errors and their fixes when you’re importing or exporting time data: Fix an error when exporting hours between QuickBooks Time and QuickBooks.

You can always get back to this thread if you need further assistance managing your time entries. Just let me know by leaving comments below. Take care!

Thank you for your reply.  If I am not mistaken this changes the amount the employee is paid.  We are creating a field in the "Pay Types" called "Billing rate".  Assigning "Billing rate" to the employee's mapped time in QB Time would override the Hourly / Overtime rates to the "Billing rate" wouldn't it?  As an example the employee's pay should be $20/hr on straight time, $30/hr on overtime and their Billing rate is $50/hr which is what the customer is invoiced.  Please correct me if I don't have this right.

Thanks,

JF

Hello there, @CivilUnrest87. I'd be glad to help you in applying the billing rate to time imported from QuickBooks (QB) Time. 

I appreciate you sharing additional information about your concern. To further help you with this, you'll have to manually create a billable time in QB Time and then export it to QuickBooks Online (QBO) to make an invoice for the customer. Here's how:

1. Open your QB Time account and select Time Entries and click +Add Time. 
2. Next, select the name of the employee in the Team Member field. 
3. Then, input the details on the Type, Status, Time in, and Time out fields.
4. After that, choose the name of the customer in the Customer dropdown and select Yes under Billable.
5. Input the amount ($50) in the Billable rate field and add class and service items if needed.
6. Once done, click Save. 

When finished, go to the Approvals page to approve the time entry you've created. Once done, select the QuickBooks icon and choose Export All Approved Time. This will let you import the time entry to QBO.

After that, open your QBO company and select the +New menu to invoice the customer for the time. Let me guide you on how:

1. Select the +New button and choose Invoice.
2. Then, choose the customer's name.
3. From there, you'll see the Add to Invoice pop-up.
4. Click the Add button under the Billable time entry and select Save and Close.

For reference, check out this article: Enter billable time by job in QuickBooks Online.

If you have other concerns importing time from QB Time to QBO. Have a good one and stay safe. 

Thank you.  I do not understand where the Billable rate field is.

Hi, Gross income report! Thanks for getting back to the thread. I appreciate you for following the steps suggested by my colleague.

You're on the right track to adding the billable rate to your QuickBooks Time account. Please verify that the Billable rate was checked under Preferences so that the field will appear in the Timesheet editor window. Moreover, the system occasionally behaves unusually when the browser is full of out-of-date pages. We can generally resolve the problem by carrying out basic troubleshooting processes.

Let's begin by opening your QuickBooks Time in a private widow. The following are the keyboard shortcuts:

• Safari: Command + Shift + N
• Google Chrome: CTRL + Shift + N
• Mozilla Firefox or Microsoft Edge: CTRL + Shift + P

In there, add a billable rate again by following the steps above. If it's successful, let's clear the browser's cache and cookies to start afresh. You can also use an updated and supported browser because the one you're using now may have a temporary problem with QuickBooks Time.

For more guidance about managing timesheets and tracking time entries, check out these articles:

• Navigate and use QuickBooks Time timesheets in Time Entries
• Track and manage timesheets in QuickBooks Online
• Turn on and set up time tracking in QuickBooks Online

Please comment below if you have any additional inquiries concerning billable rates. I'll be right here to offer further assistance. Have a successful year, Gross income report.

I believe the issue is that the "Billable rate" box was unchecked under QB Time / Preferences.

This will, at least, allow the employee to enter a billing rate.

Checking the "Billable Rate" box in Preferences will then get the check box to show when entering time.

As the time is approved and brought into QBO a billing rate will be assigned with the time entry.

However, I would like for the employees to not have to enter their Billable Rate on every entry, as this is prone to entry errors and is unnecessarily time consuming.  QBD Professional Services used to do this with Billing Rate Level Lists that were assigned to the employee.  Is there a way to assign a billable rate to an employee and avoid entering their Billable Rate on every entry?

Let me guide you on sending a request for this function, Gross income report.

Having the option to assign a billable rate to an employee is convenient for your business. You'll want to let our product team know by sending a request. To do so, you can follow the steps outlined below: 
 

1. Select the Gear icon at the top, then Feedback.
   
2. Enter your comments or product suggestions. Then click Next to submit feedback.

With this, you can also check out our Customer Feedback page for other requests being submitted. It's a good thing that you'll be able to check them out to add some functions that you think are useful. This will also improve your product experience and lets you keep track of any product updates.

Learn how to run and print payroll reports in QuickBooks Time. Go through this article for more information: Run And Use the Payroll Report In QuickBooks Time.

Keep me posted if you have any concerns when entering the billing rate with your employees. We're always here to assist you.

I am having this same issue.  Used to be able to add a "billable rate" to each attorney.  We do invoices in Ebillity and at the end of the month I synch Ebillity to Quickbooks which creates the client invoice.  The attorney's billable rate would automatically get entered into each invoice.  For instance, Attorney X's rate is $400/hour.  Attorney Y rate is $250/hour.  Before I updated to 2024 version (I was using 2021 I think), the attorney's rate  would automatically enter onto each client's invoice along with the time (hrs, minutes) the attorney spent doing a particular project and then the total amount for that entry.  Now, it just shows ALL $0.00.  How do I enter the Attorney's rate?

I'm here to ensure you can add your client's rate to your QuickBooks, @wsnichols. Let me guide you on how.

Before proceeding, I recommend contacting Ebillity's customer care team to validate if they're still connected with the latest update of our program. At the same time, they can take a look into why certain information wasn't imported into our system and investigate this issue further.

On the other hand, you can follow the steps I'll share below on entering your Attorney's rate within our product.

To create a billing rate level 

1. Go to the Lists menu, then Billing Rate Level List.

2. Hover to the Billing Rate Level dropdown and click New.

3. Please type in the name of the billing rate level and then select the billing rate type.

• Fixed Hourly Rate - If you choose the fixed billing rate option, enter the hourly rate in the Hourly Rate field.
• Custom Hourly Rate Per Service Item - If you need to use different hourly rates for each service item performed by people with this billing rate level.

To use the billing rate level

1. Assign billing rates to Employees, Vendors, or Other Names.
2. When you want to bill a customer or job for your time, you can track the hours they've worked and assign them to that customer or job. This information will be used for customer invoices and payroll. However, billing rate levels are only used for customer invoices and don't affect payroll.
3. Create the invoice and add billable time by selecting Add Time/Cost from the Main tab. The appropriate billing rate is used for each service item based on the worker.

You can check out this article for reference and additional details: Set up custom rates or prices for employees, vendors, or customers.

At the same time, you can also read this article about processing customer-based payments: Record an invoice payment.

Keep me posted if you need further help entering your client's rate in your company. I'll make sure to answer those. Just hit the reply button if you have one.

When I go to "Lists", I do not have a Billing Rate List.  There is a "Price Level List" where I entered attorney rates in my 2021 version, but it won't let me do that now.  It is like the Price Level List has totally changed in version 2024. 

The billing rate levels are only available in the Contractor, Professional Services, and Accountant editions of QuickBooks, @wsnichols.

To change your QuickBooks Desktop edition from one industry to another, you can follow the steps below:

For QuickBooks Premier and Enterprise Solutions:

1. Go to Help and choose Manage My License.
2. Select Change to a Different Industry Edition.
3. Choose either of the editions mentioned above.
4. Please note that QuickBooks will take a few moments to launch the version you select.

For QuickBooks Accountant or QuickBooks Enterprise Accountant:

1. Go to File and select Toggle to Another Edition.
2. Choose the edition, then click Next.
3. Select Toggle.
4. Please note that QuickBooks will take a few moments to launch the version you select.

Additionally, you can run payroll reports to get an overview of your business finances.

Let us know if you have further concerns with your billing rates. We'll be here to help you in any way we can.

I have Quickbooks Premier Plus Edition 2024.  Above, you say to change the industry to something that "Billing Rate Level" will show up in.  So, if I do that:  Help - Manage My License - Change to Different Industry Edition - I am thinking I pick "Premier Professional Services Edition (because we are a law firm) - and then "Finish".  My question is if I switch this to a "Different Industry Edition", 1) will it screw up anything in my current 2024 version; 2) will this new version merge seemlessly with the "Premier Professional Services Edition" and 3) will I then be able to go into "Lists" and see the "Billing Rate level" so that I can add the billable rate for each of our attorneys so that it synchs with Ebillity time that the attoneys have entered???

I appreciate you sharing complete information about your concern, wsnichols. I'll go over some details to help you get back to working order.

If you decide to switch to a different edition of QuickBooks, such as Premier Professional Services, the system may not retain all of your data due to the change in edition. Therefore, I would suggest creating a backup company file of your current data to ensure that you can switch between editions easily and without losing any important information.

Also, the data from the previous company file will remain when you open the Premier Professional Services Edition.  While it won't merge, the recorded data can be utilized for the new edition.

Once you use the Premier Professional Services Edition, you can have the billing rates levels feature. However, I'd recommend contacting the Ebillity time support team and verify if they support that specific edition to add the billable rate for your attorneys.

 For more details about switching to another edition and using the billing rates, open these links:

• Toggle to another QuickBooks edition
• Set up custom rates or prices for employees, vendors, or customers

You may refer to this article to view different details on how to make any changes or update your items in QBDT: Add, edit, and delete items.

Drop a comment below if you have any other questions about changing the industry edition of your QuickBooks. I'll be happy to help you out.

Why in the world would you change this with my update and not add into the Premier Plus Edition 2024 that I updated to (because I had to) and not add in the part under "Lists" so that I can add attorneys' billable time to be synched with Ebility.  This is totally frustrating and I can't figure out how to get this to work!!!!

It doesn't sound like you can fix our issue with transferring from QB Premier to the Premier Professional Services edition... AND it sounds like by your statement "Also, the data from the previous company file will remain when you open the Premier Professional Services Edition.  While it won't merge, the recorded data can be utilized for the new addition."

What do you mean "it won't merge"???  Are you saying that I'm going to have to type in all the new information into this new edition if I want to keep my client's, their balances, and all the other information that is in the current version I have?  I don't want to do that and it sounds like it will be a total CLUSTER!!!  And potentially lose information.  Is this correct?  If so, switching to MyCase might be a better option for us at this point.  And trying to get a live person on the phone is... well... not easy.  Sorry, I'm a frustrated customer right now and don't understand why you would switch things up so badly that we can't just merge what we had into the new version!

Let me clarify some things for you, wsnichols.

If you have two different versions of QuickBooks, such as Premier Plus Edition 2024 and Premier Professional Services Edition, please note that these versions cannot be merged into one. However, you can still use the data from one version in another. 

Additionally, switching to another industry in QuickBooks Desktop will not result in any data loss. Still, creating a backup copy of your company file before making any changes is good practice. Backup files can be beneficial if you encounter any issues switching between different editions. 

Furthermore, our support team handles a large number of customers, so when you reach out to us, you'll be placed in a queue. We appreciate your patience as you wait for our support team to assist you. To ensure that your issue is resolved promptly, you can check our support hours. 

I'll leave this article for more info on changing into different industries: Toggle to another QuickBooks edition. 

For future reference, here's a guide on generating reports to get a comprehensive overview of your business: Understand reports.

Feel free to press the Reply button if you have any other concerns about QuickBooks Desktop editions, wsnichols. I'll be right here to address them. 

Thanks for your response.  Can you explain a little further on the response portion you indicated below?  Specifically, what do you mean by "you can still 'use' the data from one version in another"   I don't know what you mean by that.  Do you mean, I will have 2 versions and will have to take information/numbers and physically put them into the new version?  I have a ton of clients on my Premier Plus Edition - will I have to type in all their names, invoices, data from the Premier Plus edition into the Professional Services Edition??  If so, that sounds very time consuming.  

"If you have two different versions of QuickBooks, such as Premier Plus Edition 2024 and Premier Professional Services Edition, please note that these versions cannot be merged into one. However, you can still use the data from one version in another."   

Thanks for posting back. Let me add additional information to clarify the details provided, @wsnichols.

You can still use the same data when you switch to a different QuickBooks industry. There's no need to manually input your data as long as you stick to the same software. QuickBooks will retain your data once the conversion process is completed.

There's only one version since you only toggle your industry from QuickBooks Premier to Quickbooks Premier Professional Services Edition. You can also visit this article to help you switch your versions: Toggle to another QuickBooks edition.

Additionally, I'll add this article to guide you in pulling up different reports: Manage and Run Reports.

Don't hesitate to keep us posted if you have other questions about accessing your file to a different version. I'm here to help. Have a nice day.

I also have this problem. The employee has a billable rate. I run payroll, go to the project under time and the line items are zero. I have to add the billable rate to each line item manually 

I can help you sync the billable rate you've set up for your specific employee, Lynn.

We can check the QuickBooks Online Payroll Integration Preferences on your QuickBooks Time to verify some options that will allow billing rates for your employees.

Here's how:

1. Sign in to your QBO account.
2. Go to the Time tab.
3. Select Go to Classic QuickBooks Time.
4. On the QuickBooks Time page, click on QuickBooks Payroll, then select Preferences.
5. Put a checkmark on the Billable yes/no choice and Billable Rate box.
6. We can also check the box for Tell me when a time entry doesn't sync to QuickBooks to get you notified.
7. Then, go back to QuickBooks Payroll, and click Import to sync the changes with your QuickBooks Online Payroll and billable rates will applied.

I've also attached screenshots for reference:

Moreover, you can use this article to learn how to add totals by paycheck date in the current quarter for accurate tax calculations: Add prior payroll totals by paycheck date.

Please let us know if you need additional assistance with your employee billable rate. Have a productive day.