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Customer PO, Employee Time Tracking, Invoicing

Using Quickbooks Online, I am inputting my customer POs as estimate for the services I perform. I also have employees entering their time which link to each customer and POs. How can I invoice accordingly so that my invoice is billed against my PO (estimate) and I also include the appropriate time from my employees.  Sometimes the PO's are billed out in parts.  

Goal:
1. Input the PO with PO#, Hours, Rate, etc 
2. Employees enter time to correlate to customer

3. Create invoices for full or partial off of a purchase order with employee details of time. Say I need to invoice for 3 hours per my employees time.
3. Have the ability to show which POs (estimates) are closed, in process , or open.

Thus far, cant seem to find the way to link both the estimate and the employee time without having to do double entry.

Solved
Best answer 02-08-2019

Accepted Solutions
Established Community Backer ***

Re: Customer PO, Employee Time Tracking, Invoicing

Yes, you can link to both Billable Time and an Estimate in an Invoice

Make sure employees check the Billable box on their time sheet

Make sure Progress Invoicing is switched on in Settings>Sales

 

Then when you start a new Invoice and select customer you will see both the open Estimate and the Billable Time in the drawer on the right.  Add the Estimate and it will show how much remains. Use Custom Amount. Then add the Billable Time.  Now you have to enter $ amount in the 1st line and delete the 2nd  line. When it asks "Would you also like to unlink the billable time?" say No. Save. In the top left it will say 2 linked transactions, which you can click and you will see them.  The Estimate is reduced by the invoice amount.

 

To show the Estimate summary on the Invoice, click on Gear>Custom Form Style>Edit>Content>Footer and check the box to display "Estimate summary"

 

2 Comments
Moderator

Re: Customer PO, Employee Time Tracking, Invoicing

Glad to have you here with us, tna1897,

 

I'd be glad to help share information about handling Customer PO, Employee Time and Invoicing in QuickBooks Online.

 

In your case, you can use a Timesheet for the employee then make it billable to the customer. From there, you can create an invoice for the Billable hours of the employee.

 

However, you can't combine Estimate with Timesheet since these are two separate transactions.

 

If you're using Timesheet to track the employees billable time, you don't need to create an Estimate. 

 

That's it! If you need further assistance with the steps, you can always contact our QuickBooks Customer Care support. They have the specific tools like screen sharing to walk you through.

 

To contact us, here's how:

  1. Click Help icon on the top right.
  2. Click Contact US at the bottom.

If there's anything else you need help with in creating transactions, please feel free to reach back out. Have a great day!

Established Community Backer ***

Re: Customer PO, Employee Time Tracking, Invoicing

Yes, you can link to both Billable Time and an Estimate in an Invoice

Make sure employees check the Billable box on their time sheet

Make sure Progress Invoicing is switched on in Settings>Sales

 

Then when you start a new Invoice and select customer you will see both the open Estimate and the Billable Time in the drawer on the right.  Add the Estimate and it will show how much remains. Use Custom Amount. Then add the Billable Time.  Now you have to enter $ amount in the 1st line and delete the 2nd  line. When it asks "Would you also like to unlink the billable time?" say No. Save. In the top left it will say 2 linked transactions, which you can click and you will see them.  The Estimate is reduced by the invoice amount.

 

To show the Estimate summary on the Invoice, click on Gear>Custom Form Style>Edit>Content>Footer and check the box to display "Estimate summary"

 

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