in enterprise contractor edition of quickbooks, how can you allocate a journal entry to a job? for example expensing prepaid insurance

You can use the billable expense feature, dcap44.

The billable expense is an expense you incur on your customer’s behalf. You can easily record and track billable expenses so your customer/job can reimburse them when they receive their invoice. 

Let me show you how to set it up: 

1. Open your company file.
2. Click Edit and then Preferences.
3. From the left menu, click Time & Expenses.
4. Click Company Preferences.
5. Under Invoicing options, you can check the boxes to enable the feature.
6. Click OK.

Then, when you create a journal entry, you can select the job's name under the NAME column and check the Billable option. After you save the entry, you can invoice the expense. Here's how: 

1. From the Customers menu, click Create Invoices.
2. Select the job's name and you'll be prompted with the Billable Time Costs window.
3. Choose the Select the outstanding billable time and costs to add to this invoice and click OK.
4. Click the Expenses tab and select the item.
5. Select OK to add it to the invoice.

You can use this article to help you manage your jobs: Tracking job costs in QuickBooks Desktop.

Always know that the Community is always ready to help you with your questions. Have a great day!

hi Catherine_B

thank you for the quick reply.  are you saying to add it to the owners invoice?  I am trying to expense prepaid insurance and allocate it to the job.  We track our jobs by item and not account number.  any help would be great!

thanks

Yes, that's right, @dcap44.

You'll have to invoice it. Doing this will allocate the expense to the job. It means that you're passing the fees you paid on your customer's behalf. 

There are several reports available that are useful for tracking job costs. To access them, go to the Reports menu and select Jobs, Time, & Mileage. Learn more about them through these articles:

• Understand reports
• Tracking job costs 

You're always welcome to post here anytime you have other concerns. Our door is always open to help you. 

we are sooooo close, but i forgot to mention that we use a third party for our job costing.  in quickbooks we use item for our job cost coding.  this method allows me to pick an account number but not an item #, so i do not believe it will export to our third party (procore). any thoughts on that?

thanks for the help!

Hi there, dcap44.

I appreciate you for coming back to the thread to add further clarification about your concern. With this, I'll make sure to provide additional information about tracking job costs in QuickBooks Desktop.

Job costing involves tracking the expenses for a job and comparing those expenses to your revenue. With QBDT job costing tools, you can view how much money you spend and make for each job. Just ensure to set up each item with enough info. The level of detail in your Item List will determine the preciseness of your job cost reports. That said, for any transaction you create, you'll have to add the name of the job so it allocates it to correct account or journal entry. Regardless if this entry is billable or not.

To see additional information on how tracking job costs work in QBDT, you can click this article: Tracking job costs in QuickBooks Desktop.

Please refer to this article to view different details on how you can easily keep track of your sales and expenses using predefined customer, job, and sales reports: Customize customer, job, and sales reports in QuickBooks Desktop.

Don't hesitate to drop by here in the Community if you have other questions. I'm always here to help.