Salaried employee with billable hours

Precious B

What if I need the hours to populate to the job costing but still pay them the fixed salary amount? If I uncheck the use time data - none of their time populates to the job costs, but if I check the use time data, their salary amount doesn't work.

Thanks for joining this conversation, mccombserv.

I can add some clarification on how time data in QuickBooks Desktop works.

For salaried employees, once you check the Use time data to create paychecks button on their profile, QuickBooks Desktop will populate the billable hours on the paycheck and use their salary rate. However, if you have multiple items on the timesheet, QuickBooks will spread out the salary amount according to their number of hours on each item. If this isn't working for you, uncheck the Use time data to create paychecks button and manually enter them on the employee's paycheck.

Please follow the steps above on how to uncheck the time data option on the employee's profile. Then, manually enter the hours on the paycheck.

Here's how:

1. Click Employees at the top.
2. Choose Pay Employees.
3. Select Scheduled or Unscheduled Payroll from the list.
4. Choose the employee you want to create a paycheck.
5. Click the Open Paycheck Detail button.
6. Enter the hours and customer or job.
7. Click Save & close.

You can always go back to the article I provided above for further guidance.

Following these steps should get you back in line.

I'd appreciate if you can update me about the results after trying the steps above, so I can assist if there's anything else you need. I'm cheering you to continued prosperity.

Hi,

I am reviving this old thread, as I am currently having the same issue with QBO.

I know there is a setting, or combination of settings to allow this, as I saw it happen briefly, but I must have clicked something else to make it go away.

Think of a supervisor that needs to be rostered onto jobs.  Their hours need to be tracked, and the cost of those hours calculated out, to ensure the job is profitable.  However, they are on salary, so are paid a fixed amount each payroll.  The hours for the jobs should be shown in the payroll, with a $0.00 figure against them.

I realise that I can delete the timesheet line in their payroll, and that is how I am getting around it at the moment.  But there has to be a better way.

Thanks for your help.

Thanks for looping in, @4G Expo.

Adding the accumulated billable hours of an employee to their paycheck without being counted to the total payroll is currently unavailable in QuickBooks Online. For now, I recommend performing the solution you find as a temporary workaround. 

Rest assured, I'm passing this idea to the appropriate department for consideration in future product enhancements. 

In the meantime, I also suggest visiting our QuickBooks Online Blog to get recent news and feature updates. I’ll let you know if there are any changes by updating this thread.

I’m always here to help if you have additional concerns. Wishing you the best!

is there an update on this?

I can share some information about billable hours in QuickBooks Online (QBO), @HCSPLUMB. 

In QuickBooks Online (QBO), an employee should be set as Hourly to add those accumulated billable hours. If it's set as Salaried, it will not automatically add to their payroll.

You can refer to this article for more information about turning on billable time and recording time entries as billable: Enter billable time by job.

Here's also a video tutorial about adding billable time: How to Enter Billable Time: Employees & Contractors.

Click the Reply button and post a comment below if you have other questions about billable expenses. I'll handle them for you. 

What about QB Enterprise?  I am not finding an option either for this, supposedly it's a Project based QBD  (not using QBO).  

Problem #1:  Salaried employees time & pay don't show up in job costing reports, so it looks like we have a 100% margin on their time.  I don't pull time and data into paychecks because then I have to manually calculate their pay, and that's the whole point of salary - from my perspective.  I want to be able to show their time & data on a Job Profitability Report, but at the same time be able to simply pay the employee their salary (one amount), without having to back out, or delete it, to get to their pay rate. 

Problem #2:  Pulling in time and data for hourly staff, muddy up the other reports.  Such as, job costing detail shows every single 5 minute, 2 minute, etc. clock in for each project that went through a paycheck shows up, right among the product costs.  Very sloppy looking.  This also happens again, when I am looking at at unbilled report for a project, every single 1 minute, 2 minute, etc., the employee clocked a billed minute shows up on an individual line in these reports, also very sloppy looking, and makes would should be a 1-2 page report a 20 page report.  Why doesn't the report add them together?  I can get the add another way, but I don't need every single moment a person looks at a project showing up there.  

Thanks in advance for help!

Great to have you joined this thread, @catsmith.

I'm here to share some insights on how to populate a report that has the data you need. Customizing your Job Profitability report to show your employees' time and data isn't possible. This report only shows the total amount your company made or lost on each job.

As a way around, you'll want to export the report to Excel and modify it to have a time and a data column. Then run your Time by Job Summary or Time by Job Detail report for reference. Let me show you how you:

1. Go to the Reports menu in your QuickBooks Desktop (QBDT).
2. Select Reports Center.
3. Find and open your preferred report.
4. Click the Excel button on the toolbar, and select Create New Worksheet.
5. Then click Export when ready.

You can also utilize this article for the complete details: Export reports as Excel workbooks in QuickBooks Desktop.

Furthermore, In regards to pulling up a report for time and data for your hourly staff, you can customize it based on your preference. Moreover, you can also send your feedback to our Product Developer. This way, they can review it and might consider adding it in the future updates. Here's how to submit your feedback:
 

1. Go to the Help menu.
2. Select Send Feedback Online.
3. Then click Product Suggestion.
4. Enter your suggestions and details then click Send Feedback. 

Once you're set, feel free to check out this resource for reference. This contains details on how to save the current settings of your modified reports and how to combine them: Understand reports.

I'm just a few clicks away from you if you need further assistance running your reports. Just add the details in your reply and I'd be delighted to answer it for you.Have a dazzling day ahead!

Thank you for the quick response. 

I know how to do Time Reports for my staff, I just would like them to show up on the Job Profitability Detail report.  Currently Salaried employees show up under Service as Act. Cost $0.00 and Act. Revenue $xx.xx (the billed amount), as a 100% margin.  The time is coming into QB but its curious why the time doesn't show up under that report like the other staff who bill.  Salaried employees also bill their time just like an hourly employee.  

Hourly employees time is in the report and their billed out amount with an accurate margin.  They enter their time the same exact way Salaried employees, to.  It's so odd that it doesn't capture it there, even though the information is in there.  

Thank you, I will reach out to the developer as you recommended. Can you give me their contact information?

I appreciate your insights, @catsmith.

I understand that the report that you're looking for is beneficial to your business. To reach our developers, you can check their contact information at this site: Intuit Developer. You can also share your thoughts here so that they will notice your other ideas as well.

In addition, you can always visit our QuickBooks Community page to search for topics and articles about QuickBooks Desktop.

Please let us know if you have other concerns with running reports for your salaried employees. We're always here to assist you. Take care and more power to your business!

We have the opposite problem.  We are co-owners and are salaried but we also need to job cost for our hours worked. We get a salary but we do track our time and we need to bill our clients for job costing?  With QB Desktop I used a zero balance account to track the job costs, but it is very time consuming way to do the job.

Is there a better way to do this with  QuickBooks Online?

Hi there, Kcray47.

Thank you for visiting the QuickBooks Community. I'll be sharing details to ensure you'll be able to track transactions in QuickBooks Online like what job costing works in the Desktop version.

In QuickBooks Online (QBO), there's a feature called Project that works like Job Costing in QuickBooks Desktop. This feature helps you to track your project’s profitability. You can add project income, expenses, and run project-specific reports from a single dashboard, etc.

To start with, the projects option is already turned on in QuickBooks Online Plus and Advanced. However, if you use QuickBooks Online Accountant, you’ll have to turn projects on by going to the Account and settings page.

Here's how:

1. Go to the Gear icon and select Account and settings.
2. Choose the Advanced tab.
3. Find the Projects section and select Edit ✎ to expand the page.
4. Turn on the Use project financial tracking toggle.
5. Click Save and Done.

Once done, you can now start creating a project. Please follow the steps below.

1. Choose the Projects menu at the left panel.
2. Click New Project.
3. From the Project Name field, enter the project name.
4. Select the project customer from the Customer dropdown list.
5. Add any notes or any information about the project in Notes.
6. Click Save.

After that, you'll have to record billable expenses in QuickBooks Online. This is an entry you incur on your client’s behalf when you perform work for them. You can easily record and track billable expenses so your customer can reimburse them when they receive their invoice. You can follow the steps shared in this article: Enter billable expenses.

Then, you can add your existing expenses to a project. You may open this article to see further details and how to perform the process: Set up and create projects in QuickBooks Online.

Lastly, you may refer to this article to view different details on how you can further utilize the project and how it works in QuickBooks: Projects FAQ.

If there's anything else that I can help you with recording entries in QBO, please let me know in the comment section down below. I'll be always around ready to help.