Time and Materials .. we send invoices separate from QB

Hi there, @Carolexx.

I'd want to offer some advice on invoice management.

If your third-party service provider isn't connected to QuickBooks Online, you'll have to manually enter the transaction. As a result, revenue and expenses will continue to appear on reports. Check to see if they can be billable to customers as well.

Check out this article to learn more about how much money you spend and make for each job: Track job costs in QuickBooks Desktop.

If you're referring to a different matter, I suggest you comment back to this thread. I'd love to get additional and specific information from you about your concern.

The Community is always ready to back you up. Just let us know if you need any additional assistance. Keep safe!

First, we use quickbooks desktop enterprise on the rights network.  I'm not sure what you mean about a third party service provider?  We have T-sheets connected to our QB account.  T-sheets send their expenses into our QB open invoice area for each job which shows on the reports but these expenses have already been included in our own invoices so I want to get these T&M invoices off the reports.  We invoice outside of QB because we have a lot of government contracts who need spreadsheets and contract tracking inside the invoice and QB does not provide that. 

NOW....I didn't realize the T&M amounts going into QB invoices were coming from tsheets and neither did our payroll girl.  I now want to use those amounts to ensure we track all expenses BUT most of the T&M invoices sitting there were already billed months ago so I want to delete them and have not been able to get them out of the system so I put them in pending/non posting.  I am wondering how that will show up in reports if they are in pending/non-posting since I am unable to delete them. 

Also, invoicing is just a thorn when it comes to QB.  We are a service company and have no inventory.  we are using the "professional" platform but I cannot find a way to put a contract amount into QB and reduce that contract amount as work is done and use the T&M monthly to track expenses for each contract (job).  Since we could be working on a contract for years, I want the remaining of the contract to show  up on reports as accrued balances for banking purposes but there doesn't seem to be a way to do this which is quite annoying.  HELP...is there a class that can help me get this situation under control???  so basically my questions are:

1.  How do I set up contracts to have the balance in the job show as accrued in the P&L over the length of the job.

2.  Since I put past invoices in a state of "pending non-posting" will they show up in P&L or other reports.

3.  Can I go back to January and add contracts balances, reduce by payments monthly, re reconcile and at this point  If that is the best option, what are the consequences.   

4.  This is the 3rd year our invoices are screwed up and we can't get a good picture of what is outstanding unless I run tracking spreadsheets so we are thinking about another/different software for finances since this is so off.

Thank you for getting back to us, Carolexx.

I see how important it is to track every contract/job in QuickBooks Desktop.

With QuickBooks Desktop's Budgeting feature, you can use your data to create budgets and forecasts. This will give you the option to allocate amounts to each accounts to be used for contract/jobs. 

However, this won't follow what you wanted to show on your profit and loss reports about the accrued amount in each length of the job. The budgeting feature will only let you track if you overbudgeted the contract or if you still have remaining amount for allocation.

Here's an article for more information about budgeting feature: Create a budget or forecast in QuickBooks Desktop.

For your pending/non-posting transactions, it will only show as recorded but it won't show or affect your reports since it's a non-posting transaction.

I want to make sure I got you covered, get back to me if you still have other questions or clarifications about customer job/contract. I'll be here to help. Have a good one.