Multiple Employees at Different Billing Rates Working on Same Product/Service

jakeisthefox · ‎July 13, 2024

I'm a general contractor in the home building industry. Each employee tracks their time in Quickbooks and at the end of each month, that time is added to a project/customer invoice.

The issue is that we have multiple billable rates for different employees and would like to use the same product/service. For example, we have a supervisor, carpenter and an apprentice all clocking in and I want them all to use the same product service, e.g. Rough Framing, though I want their individual billable rates, not the item sales rate.

Each employee has a billing rate setup in their employment details, though when I create an invoice and add their time, the product/service rate is what shows up, whether I set it to 0 or 100.

What I don't want to do setup three different product services, e.g. Rough Framing: Supervisor, Rough Framing: Carpenter: Rough Framing: Apprentice.

Is there a way to have the billing rate of an employee override the sales price? Is there another way? We have A LOT of products/services.

RheaMaeH · ‎July 13, 2024

Hello there, Jake. I want to share how billable time works on the invoices in QuickBooks Online (QBO).

When you add billable time to the invoices, the rate associated with the Product or Service item on the timesheet is based on the Sales Price. If there's no product or service item on the timesheet, the billable rate will be based on the billing rate in the Employee profile. With this, I suggest submitting feedback directly to our product engineers by following these steps:

Go to the Gear icon.
Select Feedback.
Enter your suggestion and click Submit Feedback.

In addition, you can manually override the default rate for each line item as a workaround, allowing you to enter the specific employee's billing rate, but it requires manual intervention each time.

Furthermore, if you want to learn about using Projects in QuickBooks Online to track your project's profitability, I recommend checking out this article: Create and Manage Projects in QuickBooks Online.

Feel free to reach out if you have any questions about billable time in invoices. The Community is always available to help you. Have a great day.

TimothyJohn · ‎July 23, 2025

I have projects with different billing rates. is there a way to put in the rate per project?

Dandie_A · ‎July 23, 2025

Hi there, Timothy. In QuickBooks Online, billing rates are assigned to service items rather than directly to projects. To manage different billing rates, you can create specific service items for each project and use them when invoicing.

Here's how:

Navigate to the gear icon.
Select the Products and Services.
Click the dropdown arrow next to New and choose Service.
Fill out the details:
- Name the service item to match the project (e.g., Project A - Consulting).
- Set the hourly rate or flat rate specific to that project.
Click Save and close.

Repeat these steps for each project with billing rates.

Feel free to come back to this thread if you have other queries.

Topics

Training

Community

Resources

Multiple Employees at Different Billing Rates Working on Same Product/Service