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Level 1

Job Costing - Employees Time

Is job costing possible if we use an outside service who processes payroll?  I imported the data from the processing company, but it looks like just imports the check and doesn't put it anywhere else...



Job Costing - Employees Time

Hello there, AOBRIEN91791, 


Yes, it's possible to use job costing even you're using a payroll service outside QuickBooks Desktop (QBDT). You'll first have to set up manual payroll in the program before turning on the Job Costing, Class and Item tracking for paycheck expenses feature in the preferences. This way, you can track payroll expenses by job.


I'd suggest updating your QBDT version to get the latest fixes and improvements before performing the steps below on how to set up manual payroll. 

  1. Go to Edit from the top menu.
  2. Select Preferences.
  3. On the left panel, select Payroll & Employees.
  4. Go to the Company Preferences tab.
  5. Choose the Full Payroll radio button in the QuickBooks Desktop Payroll Features section. 
  6. Click OK.


For detailed instructions, go through this article: Set Up Payroll Without A Subscription


Once done, repeat the first to fourth steps above. Then, check the Job Costing, Class and Item tracking for paycheck expenses box and select whether to track by Entire paycheck or Earnings Item before clicking OK. The screenshot below serves as your visual guide. For detailed steps on how to track your payroll expenses, see the Track expenses by job section through this article: Set Up Job Costing and Item Tracking



For your second concern, the payroll data you imported from the processing company to QuickBooks will convert as checks in the program. There are two options to resolve this issue: 

  • Checking the mapping setup to ensure the accuracy of the information and use an IIF file to import the payroll data. 
  • Manually enter the payroll data in QBDT. 


You can always run any reports from the Jobs, Time & Mileage section in the Reports menu. See the screenshot below for your visual reference. These reports help you determine which job is profitable or not and analyze how well each job is progressing financially. 



I'm here anytime you have other concerns. Have a good day, AOBRIEN91791.  

Level 1

Job Costing - Employees Time

We use Classes for the different crops we grow on our farm.  Our team puts in their time by Class depending on which crop they're working on.  I'm finding that Classes do not work well for analysis.  Which forum would have guidance?

QuickBooks Team

Job Costing - Employees Time

Hello there, @PeterYork.


Since classes don't work for analysis, I'd suggest using job costing instead. These will track the expenses for a job and comparing those expenses to your revenue. Also, by using this tool, you can see how much money you spend and make for each job. Let me guide you how:


  1. Select Edit from the main menu. Then, Preferences.
  2. Select Accounting from the left menu.
  3. Click the Company Preferences tab.
  4. Make sure there is a check mark in the Use class tracking box.
  5. Hit the OK button.
  6.  Select the Edit from the main menu.
  7. Select Payroll and Employees from the list.
  8. Select the Company Preference tab.
  9. Tick the  Job Costing, Class, and Item tracking for paycheck expenses box.
  10. Then, select between tracking the by Entire Paycheck or Earnings item.


You can check out this article for information: Set up job costing and item tracking.


To view all the Job Reports you've created, you can follow the screenshot shared by my colleague above to run the Job, Time, and Mileage report.


You may also want to customize this report to personalize its info. Then, memorize its customization for easy access.


In case you want to add or delete some items for your business. See this article for more info: Add, edit, and delete items.


Don't hesitate to write again if you have other questions or concerns. I'm always here to help.



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