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Level 2

Job report with non-billable labor cost

Aloha,

 

This is my business Setup: I own a landscape maintenance business in Honolulu with two employees and approximately 20 consistent clients (accounts) that I bill every month at a flat fee to take care of their landscape maintenance.

 

I have Quickbooks Desktop PRO 2018 with Quickbooks payroll andcharge my accounts a monthly rate flat fee (no billable time). This information is very important because I do not check the box "Billable" when filling out the weekly time sheet, so the wages are not connected to each client.  I currently enter the time of each employee for each day as a non-billable item in a single row and run the payroll service every other week, write the checks, and pay the taxes and deposits as needed. That's all I do in regards to payroll. No class, etc.

 

My goal is to be able to generate a report for each client with the labor cost listed as an expense. I want to know what is the profit (or loss) from each account including the labor cost spent on them to determine which ones are the most profitable and efficient.

 

We do keep track of the time spent on each property. My employees fill out a form with the time spent in each client. But as I mentioned before, I have not categorized this in Quickbooks yet. I just input the hours per day (usually 8) in TimeSheet on a single line, and run the payroll.

 

Could someone please help me to get this setup in the most stream lined way as possible?

 

Thank you!

-Alberto

Solved
Best answer November 13, 2019

Best Answers
Highlighted
QuickBooks Team

Job report with non-billable labor cost

Hi @PF808,

 

We can create jobs for your clients. This way we can enter your employee's time and link it to a specific client job.

 

Follow these steps in creating a customer job:

  1. From the Customers menu, select Customer Center.
  2. Use the search box to look for the specific customer, then highlight it.
  3. Click the New Customer & Job menu, then tap Add Job.
  4. Fill up the form, then hit OK when done.

Repeat the same steps provided above to all other clients that you charge monthly.

 

You're already familiar with the next steps, which is to create a weekly timesheet. We just need to tweak it a bit. Here's how:

 

  1. From the Employees menu, highlight Enter Time, then select Use Weekly Timesheet.
  2. The first column is Customer:Job which we'll utilize by entering the specific job for the client in question.
  3. Ensure that you enter the correct time spent by the employee for each client.
  4. Hit Save & Close when done.

You can then proceed with creating paychecks for your employees at this point.

 

As for the report, I recommend running the Billed/Unbilled Hours by Person and Job.

 

Learn how to make changes to your reports so it will suit your needs by viewing this article: Customize customer, job, and sales reports.

 

Let me know if you have other questions by dropping a comment below, and I'll get back to you.

View solution in original post

9 Comments 9
Highlighted
QuickBooks Team

Job report with non-billable labor cost

Hi @PF808,

 

We can create jobs for your clients. This way we can enter your employee's time and link it to a specific client job.

 

Follow these steps in creating a customer job:

  1. From the Customers menu, select Customer Center.
  2. Use the search box to look for the specific customer, then highlight it.
  3. Click the New Customer & Job menu, then tap Add Job.
  4. Fill up the form, then hit OK when done.

Repeat the same steps provided above to all other clients that you charge monthly.

 

You're already familiar with the next steps, which is to create a weekly timesheet. We just need to tweak it a bit. Here's how:

 

  1. From the Employees menu, highlight Enter Time, then select Use Weekly Timesheet.
  2. The first column is Customer:Job which we'll utilize by entering the specific job for the client in question.
  3. Ensure that you enter the correct time spent by the employee for each client.
  4. Hit Save & Close when done.

You can then proceed with creating paychecks for your employees at this point.

 

As for the report, I recommend running the Billed/Unbilled Hours by Person and Job.

 

Learn how to make changes to your reports so it will suit your needs by viewing this article: Customize customer, job, and sales reports.

 

Let me know if you have other questions by dropping a comment below, and I'll get back to you.

View solution in original post

Highlighted
Level 2

Job report with non-billable labor cost

Hi Ryan,

Thank you for your help.

It worked for the new timesheet, which is great!

It did not work for previous timesheets that I already ran payroll.

For example, I processed the paychecks for the first two weeks of November without adding any "Job" data to it. Just straight 8 hours per day into a single line "General". Now, went back and added the actual times for each job, and saved the time sheet. The time sheet shows the hours for each job, but the report still runs as if I had entered only General for those two weeks. I would like to edit the previous timesheets that were approved and paid.

I understand that I should have entered the actual times, and that's what I am doing now, but that's not what I did and I would like to edit previous timesheets and be able to see the data in the report. 

Is it possible?

 Thank you!

Highlighted
QuickBooks Team

Job report with non-billable labor cost

I appreciate you getting back to us, @PF808.

 

Adding Job to previous timesheets to an already processed payroll won't change the data on any Job profitability report. You'll have to edit the payroll data to show it on the report. And I'd like to redirect you to our support to help you process a payroll correction.

 

Since you're trying to add Job data to the previous timesheets, I suggest contacting our Payroll Support Team. This way, they can help you process a payroll correction. They can also help you show the hours for each job on the report.

 

To reach them:    

 

  1. Go to the Help menu.
  2. Select QuickBooks Desktop Help.
  3. In the Have a Question window, click Contact us at the bottom portion of the screen.
  4. Click Search for something else.
  5. Type in a keyword about your concern.
  6. Hit Search.
  7. Click on Start a Message.

Feel free to read this article for your reference: Contact the QuickBooks Desktop Customer Support Team

 

You might also want to check out these articles to learn how to manage your timesheet:

 

Please know that you can get back to this post if you have any other questions. We're always here to help.

Highlighted
Level 2

Job report with non-billable labor cost

Thank you Mark. I will contact support. Just wondering why I cannot add Job to previous timesheets to an already processed payroll. It really limits the use of timesheets. Sometimes we just want to process the payroll and add the detailed data later, because we don't have the time to insert all the job data by the time we need to run payroll. I am also surprised that we cannot copy info form one timesheet to another or see two weeks on the same window, since our pay schedule is every other week. It is very tedious and time consuming to re-enter all fields every other week. The "copy last timesheet" doesn't really help because our schedule is alternated (every other week).

Just wanted to get it out there, hopefully it gets improved.

Thanks,

Alberto

Highlighted
QuickBooks Team

Job report with non-billable labor cost

Thanks for getting back, Alberto.

 

I know you'd like to add a Job to the previous timesheets that were already processed. Yes, you can save the changes. However, it won't reflect on the payroll transactions and reports.

 

Additionally, the Copy Last Sheet button allows you to copy the data only from the recent timesheet. The best option for now is to manually enter or edit the details when you create a new one.

 

Intuit is always open for feedback. I can send a request to our developers, so they can consider adding more features to the timesheet. It will help them to make QuickBooks fit to every business needs.

 

Keep your posts coming if you need more assistance. I'd be glad to help you.

Highlighted
Level 1

Job report with non-billable labor cost

Ryan_M,

I am having the same problem with QBO Online Plus. We have projects setup and have started flowing expenses through the different projects. Our independent contractors have been paid via a lump sum but I want to go back and allocate the hours spent on each project (so I can track profit/loss). The hours are not billable to the customer. Unlike @PF808 I don't see a customer center and am wondering if it's different for online plus.

Thanks,

KL32

Highlighted
Moderator

Job report with non-billable labor cost

Welcome to the thread, KL34.

 

The steps provided by my colleagues above are for QuickBooks Desktop (QBDT), which is a different product with QuickBooks Online (QBO). 

 

The Project feature in QBO works like Job in QBDT. You can track time for the hours spent on a project. Just go to the Time column to enter the information.

 

Let me show you how:

  1. In the left menu, click the Projects.
  2. Choose the customer's name.
  3. Go to the Time Activity tab to choose the Track time button.
  4. On the Time Activity page, fill in the field boxes to efficiently track the project.
  5. Hit the Save button.

To learn more about Projects, see below articles:

If you have further questions, let me know. I’m here to help and make sure you’re taken care of. Take care.

Highlighted
Level 1

Job report with non-billable labor cost

How do I associate the amount I pay the independent contractors with their time? I want to know how much it costs to run a project, and I have multiple people (at different wages) working on each project. 

Highlighted
QuickBooks Team

Job report with non-billable labor cost

Hey, @KL34

 

Thanks for reaching back out to the Community. The correct way to do this is by clicking the Track Time button that my colleague mentioned in the steps above. You learn how to turn on and set up time tracking through this link provided. 

 

If you run into any trouble along the way, just let me know. I want to make sure all of your concerns are addressed. Have a good day! 

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