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Is there a report showing billing by job that shows only active customers/jobs?

I have a small engineering firm, and each project we work on has a Not to Exceed value that I need to check on as I process invoices. Each project is entered as a separate customer/job in Quickbooks. I need a report that says how much I have billed against a job before sending in an invoice. The closest I have found is a report, "Company & Financial / Income by Customer Summary." However, it has a notable drawback. It always shows every customer/job I have had over the time period I select, both active and inactive. I have lots of inactive customers/jobs. The report will not remove inactive jobs, and hence is 3 times as long as it needs to be and is difficult to work with. I have many customers/jobs and manually using the filter screens to select the customers/jobs that are active will be quite tedious and error prone. Is there any alternate approach to get a report that only shows all active jobs over the time frame I select?

(Using QB 2014, Premier Professional Services Edition, Windows 7)

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Best answer 12-11-2018

Accepted Solutions
Established Community Backer ***

"I need a report that says how much I have billed against...

"I need a report that says how much I have billed against a job before sending in an invoice."

You selected that you have an Older program, and we don't know which, Pro or Premier.

Open the Income tracker, if you have it, and you see a listing of Billable time and costs. Also, other than Pro, you can enable this for Invoice From a Table of Time & Costs, in Preferences.

"The closest I have found is a report, "Company & Financial / Income by Customer Summary." "

There reports to examine Sales to date, but not the value of Pending to be Charged from Actual Time listed as tasks on Timesheets.

You can compare Qty and Item, such as Scope of work entered on an Estimate, to Timesheets: Time by Job by Item, or Time by Name by Item by Job, comparing Est qty column to Billed, Unbilled and Not Billable.

"However, it has a notable drawback. It always shows every customer/job I have had over the time period I select, both active and inactive."

In this example "Active" = Has Values in the timeframe. That is not a Status, in this example.

"I have lots of inactive customers/jobs. The report will not remove inactive jobs, and hence is 3 times as long as it needs to be and is difficult to work with."

That isn't the right report for what you are asking, anyway.

You want Job Profitability or Sales reports. Or, Estimates Vs Actuals.

"I have many customers/jobs and manually using the filter screens to select the customers/jobs that are active will be quite tedious and error prone. Is there any alternate approach to get a report that only shows all active jobs over the time frame I select?"

Are you using Job Status? If your completed jobs have Status = Complete or Closed, and In Progress have status = In Progress, you can filter on one selection = Job Status.


8 Comments
Established Community Backer ***

"I need a report that says how much I have billed against...

"I need a report that says how much I have billed against a job before sending in an invoice."

You selected that you have an Older program, and we don't know which, Pro or Premier.

Open the Income tracker, if you have it, and you see a listing of Billable time and costs. Also, other than Pro, you can enable this for Invoice From a Table of Time & Costs, in Preferences.

"The closest I have found is a report, "Company & Financial / Income by Customer Summary." "

There reports to examine Sales to date, but not the value of Pending to be Charged from Actual Time listed as tasks on Timesheets.

You can compare Qty and Item, such as Scope of work entered on an Estimate, to Timesheets: Time by Job by Item, or Time by Name by Item by Job, comparing Est qty column to Billed, Unbilled and Not Billable.

"However, it has a notable drawback. It always shows every customer/job I have had over the time period I select, both active and inactive."

In this example "Active" = Has Values in the timeframe. That is not a Status, in this example.

"I have lots of inactive customers/jobs. The report will not remove inactive jobs, and hence is 3 times as long as it needs to be and is difficult to work with."

That isn't the right report for what you are asking, anyway.

You want Job Profitability or Sales reports. Or, Estimates Vs Actuals.

"I have many customers/jobs and manually using the filter screens to select the customers/jobs that are active will be quite tedious and error prone. Is there any alternate approach to get a report that only shows all active jobs over the time frame I select?"

Are you using Job Status? If your completed jobs have Status = Complete or Closed, and In Progress have status = In Progress, you can filter on one selection = Job Status.


Not applicable

THANK YOU! Your last comment gave me the fix. I had not u...

THANK YOU! Your last comment gave me the fix. I had not used Job Status before. I now see that I can have the report remove jobs from the list that have status not = None, or some similar process. THANKS AGAIN!!
I also see the the Sales by Customer Summary also gives me a report I need, similar to Income by Customer Summary
J12
Not applicable

Hello, I have a similar issue but am looking to get hrs/...

Hello,

I have a similar issue but am looking to get hrs/quantity rather than costs. I saw that you were able to use Job Status and wanted to know on which report?  I want to be able to create a Time by Job Summary that includes Hours submitted vs Estimated (which can be done), but only for active jobs.  There is no way I can figure out to filter by job status so it just gives me every job ever.  I could also manually go through and select jobs, but as with you have too many and would be extremely tedious.

Thanks!
Established Community Backer ***

@J Your own topic is already running, here: <a rel="nofol...

@J
Your own topic is already running, here:
<a rel="nofollow" target="_blank" href="https://community.intuit.com/questions/1736470-how-can-i-view-hours-used-vs-estimated-for-only-certa...>
Let's go there. Thanks.
Active Member

Hello Jack1957, You can run the Job Profitability Summary...

Hello Jack1957,

You can run the Job Profitability Summary report. To do that, please follow the steps below:

  1. Click the Reports menu.
  2. Click Contributed Reports, then select Jobs, Time & Mileage.
  3. Choose Job Profitability Summary, then click Run. From there, you'll see the account cost, account revenue, and difference per customer job. Please see the attached screenshot.

You can customize the report to show only the customers you want. Click the Customize button, then select the Filters tab. Under Filter, select Name. Click on the drop-down to select Multiple names.... From there, select the name of the customer you want to appear on the report. Please see the second attached screenshot.

Let me know if this report works out for you, or if you have any other questions. Thanks!

Not applicable

1. I said in the problem statement manually selecting the...

1. I said in the problem statement manually selecting the jobs is too tedious and error prone. I have too many jobs; an automated selection process is needed.
2. Cannot find the report anyway. I carefully studied the screen shot and looked a couple times. May be related to the report not being available for my version of QB, 2014 Premier Prof. Svc Edition
3. The Contributed Reports screen makes QB crash a lot. I usually have about 1-2 minutes of browsing the contributed reports before QB crashes. Occurs with no error message. Just shuts down. I cannot see a pattern that would say some particular thing I do causes the crash. I went through about 5 crashes looking for the report you list. This crash problem with Contributed Reports has been there ever since I can recall.
Not applicable

I'm using Enterprise Solutions:  Construction 16.0 and th...

I'm using Enterprise Solutions:  Construction 16.0 and this 'crashing' problem still happens when I search contributed reports.
Moderator

Re: I'm using Enterprise Solutions:  Construction 16.0 and th...

Hi there, @pam7.

 

Thanks for looping into this thread. I can help you resolve the crashing problem when searching for the contributed reports in QuickBooks.

 

This problem is caused by issues in the computer itself or by how QuickBooks interacts with your system. To make sure that you have the updated components, let's update your QuickBooks to the latest release:

  1. Close all your QuickBooks windows.
  2. Click the Help tab.
  3. Choose Update QuickBooks.

 

If the error persists, please refer to this article: While working in QuickBooks, QuickBooks closes unexpectedly (crashes with or without an error). It'll ask you to enter your contact information to add you to our notification list.

 

And of course, I’m here to help you if you have other concerns. Also, please keep me posted on how it goes. I'd like to make sure this is taken cared of.