time and costs

Unchecking the billable column did the trick.

Thank you very much Mirriam.

Is there a way to set this as the default? Meaning every invoice I create (or open) will automatically ask me to open that window?

I appreciate you for joining the thread, @jtnj. Let me share with you some additional information about tracking time and costs in QuickBooks Desktop (QBDT).

Actually, yes. Once you have expenses that are billable to your customers, the Choose Billable Time and Costs window will automatically open while recording your customer's invoices. If you don't want to see the window pop-up, you can uncheck the Billable column for your expenses as suggested by my colleague above.

Additionally, you can fully disable the feature if you don't need to track billable expenses through the Preferences page. Here's how:

1. Open your QBDT file.
2. Go to the Edit menu, then click on Preferences.
3. Select Time and Expenses at the left pane.
4. Click on the Company Preferences tab, then remove the check-mark beside Mark all expenses as billable.
5. You review the other setup under the Invoicing Options such as Create invoices from a list of time and expenses, and Track reimbursed expenses as income.
6. Once done, hit OK to save the changes.

I've also added this screenshot for your visual reference.

For more hints while handling your income and expense transactions in QBDT, you may review the resources from these articles:

• Get started with customer transaction workflows in QuickBooks Desktop
• Accounts Payable workflows in QuickBooks Desktop

If you have any other follow-up questions about your time and costs entries, let me know by adding a comment below. I'm more than happy to help you again. Keep safe!

Hi,

Is there a report that I can run to show the information on that window in "Choose Billable Time and Costs"? Basically a report I can run after entering hours for employees to see the date, service item, hours, rate, amount but before it's actually invoiced to the customers. Thank you. 

Thanks for reaching out to the community for this reporting concern, @lborja.

I can guide you through the steps to get the data you need for your unbilled time.

For this, you will need to pull up multiple reports. Use the Unbilled Cost by Job and Time by Job Detail reports. The first reporting gives you the job-related expenses that haven't been charged to customers. The latter will will show how much tme did the company spent for each job.

To get these reports, follow these steps in your QuickBooks Desktop company file:

1. Go to the Reports menu and choose Jobs, Time & Mileage.
2. Select the reports I mentioned.
3. To add the data you want to see, click the Customize Report button.
4. Under Columns, mark the items you want to display.
5. Apply all other filters you want to view. Once done, click OK.

Here are some report references for QuickBooks Desktop:

• Understand reports
• Customize reports in QuickBooks Desktop

Post here again if you have other reporting question or concerns. I'll be right here to help you out. Have a good one!

This does not work!

Hi, @pmtes.
 

I'll chime in on this thread to assist you with any QuickBooks Desktop-related concerns you may have. However, I just need more information to help me get on the same page.

Would you mind adding more details to your concern? Like, what steps didn't work for you? This way, I can give you an accurate resolution.
 

I appreciate any details you can provide. I'm looking forward to your reply. Keep safe always.

We need a combined report that includes ALL of the Time and Costs associated with a job - Time/Expenses/Mileage/Items.  It is impossible to combine to reports when I have over 35 pages to review. 

Hi Brenda. By customizing the Job Profitability Detail or Custom Transaction Detail reports, you can create a single view of your time, expenses, mileage, and items. This eliminates the need to manually navigate between different pages.

To start, go to Reports, select Jobs, Time & Mileage, and choose Job Profitability Detail. Select your specific job, click Customize Report, and add your preferred columns on the Display tab. Finally, go to the Filters tab and set the Account filter to All Income/Expense Accounts to ensure both billable time and non-posting transactions are included in the same list.

You can also utilize the Custom Transaction Detail report and modify it to match your preferred view.

By applying these customizations, you transform manual reconciliation into a single, reviewable digital document. This ensures every penny of time, expense, mileage, and item is accounted for. It reduces the risk of unbilled revenue and provides a clear, unbroken digital trail for your project audit.

Feel free to click the Reply button if you have other questions about the program.