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Frequent Explorer *

Is there a way to generate vendor service invoices based on hours worked and a preset hourly rate?

I've got a vendor who frequently generates inaccurate bills.  He reports to me the hours for days he works on various projects, and he totals total cost for the hours worked for each day, and then the total for the days on the bill (usually a month).  He always gets the hours correct, but frequently gets the daily calculation wrong or the overall total wrong.  I'm curious is there is a way in QB that I could enter the hours from a weekly or monthly bill and have QB calculate the total based on a preset hourly rate. 

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Best answer 11-06-2018

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Established Community Backer ***

Re: Is there a way to generate vendor service invoices based on hours worked and a preset hourly rate?

@scacct

I guess I read this differently than everyone else, as I understand it you want to input the vendor bill, and verify the total amount, per day, per period

 

create a non inventory item, name it, and select the expense account you usually use for his bills. set the rate to his hourly rate.

 

when you enter the bill, use the item details part of the bill and use that item, enter the hours as the qty and the total amount will calculate

you can use that same item on each line for a different day/date

Frequent Explorer *

Re: Is there a way to generate vendor service invoices based on hours worked and a preset hourly rate?

This is closer to what I was looking for.  The time period is weekly, but I can just enter the items from his weekly hours report into line items in a bill and keep a running total.  I looked at the QB timesheet function and that seems like extra steps I don't need, plus I would still be entering the line item detail in the description field on the bill.  He is our IT services vendor so I created a service item (VNDR_IT_SRV), and linked it to my IT Contract Services expense account with the hourly rate and I think that will do the trick.  I'm not sure if I will keep a running bill and close it out every 4 or 5 weeks or just generate weekly bills, and make a payment once a month. 

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QuickBooks Team

Re: Is there a way to generate vendor service invoices based on hours worked and a preset hourly ...

Good day, scacct.


Thanks for reaching out to us today. It’s my priority to help you enter the hours and have QuickBooks calculate the total bill based on a preset hourly rate.


First, you need to create a service item to set the hourly rate for the vendor. To do that, follow the steps below:
1.    Click Lists on the top and select Item List.
2.    Click the drop-down arrow next to Item and select New.
3.    Enter the Item Name/Number.
4.    Place a check mark on the box next to This service is used in assemblies or is performed by a subcontractor or partner.
5.    On the Cost section, enter the hourly rate.
6.    Select an Expense Account.
7.    Select an Income Account.
8.    Click OK to save and close.


Once done, you may now enter your vendor’s hourly using QuickBooks Weekly Timesheet. Here’s how:
1.    Click Customers from the top.
2.    Click Enter Time and select Use Weekly Timesheet.
3.    Enter the Vendor’s name and select any date within the week for which you want to display a weekly timesheet.
4.    Select Customer: Job.
5.    Select the Service Item you created for this vendor.
6.    Enter the hour per day for the whole week.
7.    Make sure the Billable box is checked.
8.    Click Save & Close.


Now, you can create a bill for this vendor to see the total based on the hourly rate. Follow the steps below:
1.    Click Vendors at the top.
2.    Select Enter Bills.
3.    Enter the name of the vendor.
4.    On the pop-up message, click Yes.
5.    On the Select Time Period screen, enter Start Date and End Date of the time period for which you want to pay.
6.    Click OK.
7.    Under the Items column, you’ll be able to see the hours you entered for that vendor.
8.    Mark them billable and click Save & Close.


By following the instructions provided above, you’ll be able to enter the hours correctly and QuickBooks will calculate them for you.


Please let me know if there’s anything else you need, I’ll be here to help. Enjoy your day!

 

Established Community Backer ***

Re: Is there a way to generate vendor service invoices based on hours worked and a preset hourly rate?

If you want to charge the customer from the specific Date of the tasks, that would be the Billable timesheet entries. That means the entries, once transferred to a Bill or Check or Credit Card Charge that pays the vendor, would be Not Billable. Or, you make the timesheet entries Not Billable, and the purchase transaction has the data in lumped entries, and this would be Billable. Don't make them both Billable. If you do not charge that directly to the customer, then Both sources of this data should be Not Billable.

Established Community Backer ***

Re: Is there a way to generate vendor service invoices based on hours worked and a preset hourly rate?

@scacct

I guess I read this differently than everyone else, as I understand it you want to input the vendor bill, and verify the total amount, per day, per period

 

create a non inventory item, name it, and select the expense account you usually use for his bills. set the rate to his hourly rate.

 

when you enter the bill, use the item details part of the bill and use that item, enter the hours as the qty and the total amount will calculate

you can use that same item on each line for a different day/date

Established Community Backer ***

Re: Is there a way to generate vendor service invoices based on hours worked and a preset hourly rate?

I recommend Service Items for labor, because Service Items are the only Item Type that shows in the Timesheet view and are more typically used for Labor activities, even for Subcontractors. Yes, it should be Two Sided = links to expense and to income, for these functions.

Frequent Explorer *

Re: Is there a way to generate vendor service invoices based on hours worked and a preset hourly ...

Thanks,

The first part is what I was really looking for.  I looked at the time sheet stuff and I don't think that will really help with what I'm trying to do.  He's reporting his time weekly and I think I can enter it directly from his report into a weekly bill.   Having the item with the hourly rate so I can just enter the hours and have it calculate the amount was what I was after.

Frequent Explorer *

Re: Is there a way to generate vendor service invoices based on hours worked and a preset hourly rate?

This is closer to what I was looking for.  The time period is weekly, but I can just enter the items from his weekly hours report into line items in a bill and keep a running total.  I looked at the QB timesheet function and that seems like extra steps I don't need, plus I would still be entering the line item detail in the description field on the bill.  He is our IT services vendor so I created a service item (VNDR_IT_SRV), and linked it to my IT Contract Services expense account with the hourly rate and I think that will do the trick.  I'm not sure if I will keep a running bill and close it out every 4 or 5 weeks or just generate weekly bills, and make a payment once a month.