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Level 1

Progress invoicing - cannot properly import billable time from Tsheets OR billable charges

My client uses progress invoicing. I cannot figure out how to import the captured billable receipts or billable time from Tsheets and have them reduce the open balance. It appears that items on a progress invoice can be linked to either the estimate OR the captured transaction, but not both. Is there a workaround? I've attached a screen shot showing an invoice created from the estimate. If I import the time from the right, it creates a new line on the invoice that doesn't impact the open time from the estimate.

5 Comments
QuickBooks Team

Re: Progress invoicing - cannot properly import billable time from Tsheets OR billable charges

I can show you how progress invoicing works, LaBelleBooks.

 

When you enter the billable receipts or time, it won't reduce the open balance. Billable time or expense needs to be reported so it will be added on the balance. 

 

On your screenshot, it seems that you're using Custom amount of each line. This option will allow you to modify the amount to be charged on each item.

 

Click on the third line item, you have an option to change the amount. You can also choose the percentage one.

 

You can refer to this screenshot on how to change it:

invoice 1.PNG

 

You'll want to check this article about progress invoices.

 

Please let me know if you have other concerns. I'm here to help.

Level 1

Re: Progress invoicing - cannot properly import billable time from Tsheets OR billable charges

Thank you for the links. Let me explain more clearly with an example. I create an estimate with these items: 20 hours onsite service time at $150/hr - $3000 Equipment rental - $1000 Car rental for four days - $200 Hotel, two nights - $400 Airfare, two flights - $800 My client will make two visits to this site. She completes her first visit, and uses the Tsheets app to enter her billable time while sitting at the airport. She also uses receipt capture to save the receipts for equipment rental, car rental, hotel and airfare. These are all billable expenses that were included in the estimate and don't need to be ADDED to the balance. These items contain detailed descriptions that need to be shown on the invoice. I now need to create a progress invoice for 1/2 of the estimate, and need to import the descriptions and totals entered via Tsheets and receipt capture, but when I try to import them from "Add to Invoice" on the right, they import as new items and the estimate summary is not correct. I fear that I will not be able to use progress invoicing AND billable time and expenses, but it seems crazy to have a limitation like this in an accounting program. The problem is with billable time transactions. How do I handle this? I appreciate any help! Anne
QuickBooks Team

Re: Progress invoicing - cannot properly import billable time from Tsheets OR billable charges

Thank you for adding more details, mightygrow.

 

The Progress Invoicing uses data from estimates. However, we're unable to link your imported time data to your estimates.

 

You can either use the estimate data if you want to continue using progress invoicing. Or, you can just add the exported time data, and remove the time items on your estimate.

 

 

On the other hand, I will share your feedback to our product engineers about linking imported time data to estimates.

 

You can always go back to this thread if you have additional questions.

Level 1

Re: Progress invoicing - cannot properly import billable time from Tsheets OR billable charges

Thanks for the additional info. Please include billable expenses as well as time in your engineering request. I have another request for progress, invoicing if you don't mind. When we create an estimate, we'll have one line for billable service time. For example 40 hours, but some of that time is for mobilization, some is for report preparation, and some is for onsite time. We don't know when we're creating the estimate exactly how these will break out. These need to be separated/itemized on the invoice. Using the current progress invoicing method, I have to go back constantly to the estimate and add lines and modify it in order to make it work. I'd like to be able to make multiple items on the invoice from a single bulk entry on the estimate. The item and expense accounts don'e change, only the description and the number of entries on the invoice. You suggested adding the billable exported data, then modifying the estimate....that's what I've been doing, but that creates room for error and adds work. The progress invoice ends up being more trouble than it's worth. I appreciate your help! Hopefully, the progress invoicing can be further developed! The ability to make charges and time billable at data entry saves lots of time and are great features. It would be nice if they interacted with progress invoicing. Thanks much!
Highlighted
QuickBooks Team

Re: Progress invoicing - cannot properly import billable time from Tsheets OR billable charges

Thank you for voicing out your opinions to us, @LaBelleBooks.

 

We're always open for suggestions from our customers. This helps us to enhance the features of the product.

 

I see how developing the progress invoicing can be useful in the success of your business. But don't worry, I'll be sure to pass your suggestion along to our engineers for further development.

 

To stay updated with the latest news and features in QuickBooks, you can always visit our QuickBooks Blog.

 

We also have our QBO Self-Help page in case you want to learn some basic processes.

 

Please know that you can always get back to me if you have any other concerns. I'll be here to assist you.

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