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JLR9
Level 2

Tsheets & QBO Job Costing Reports

We have our employees attached to an item and the number of hours sync with the job QBO, however, the amounts are all zero. How can it pick up the employee's pay rate? Or does every employee need to have an item with their own rate? Also, some employees have OT, how can the job costing pickup the different rates? 

 

So in theory, we did set up items for everyone, how would it know to pickup that this is time and a half? Payroll knows... so this should be possible.

 

This seems like a lot of items having over 50 employees.

26 Comments 26
Charies_M
Moderator

Tsheets & QBO Job Costing Reports

Hello there, @JLR9.
 

At the moment, there isn’t a way for job costing to pick up employees pay rates. While this option is not yet available in QBO, I encourage you send this as a suggestion to our Product Development Team through your feedback feature and I'll do the same thing from my side.

We'll want to have new features based  on the value they'll add to the most users possible. Your suggestions will be kept in mind for future development plans.

 

To send feedback, here's how:

  1. Click on the Gear icon.

  2. Click Feedback.

  3. Type in your feedback or feature request.

  4. Click Send Message.

You may also want to submit feature requests through this link: http://feedback.qbo.intuit.com/forums/168199.


Stay tuned for now. If there's anything else I can do to help, just let me know by leaving a comment below.

alexisn1
Level 1

Tsheets & QBO Job Costing Reports

So to be clear I need to create a line item for each employee/subcontractor that is in Tsheets and enter their rate of pay for the amount so that I can get effective job costing? Does their name need to be their user name or their full name as it is seen in Tsheets in order for the sync to pick it up?

Rose-A
Moderator

Tsheets & QBO Job Costing Reports

Hi, alexisn1.

Allow me to provide additional information about Tsheets and job costing in QuickBooks Online.

 

Yes, you'll need to create a line item for each employee/contractor if they have different rates. Make sure to use the full employee/contractors name to ensure the information records properly after importing.

 

For additional help. feel free to reach out to our QuickBooks Online Support:

  1. Go to: https://help.quickbooks.intuit.com/en_US/contact.
  2. Choose your QuickBooks Product.
  3. Select your QuickBooks version.
  4. On the Contact Us page, click a topic.
  5. Click on the Get Phone Number button to see the support number.

I'll be around to help if there's anything else you need.

sgf292
Level 2

Tsheets & QBO Job Costing Reports

Hi 

 

Most of our employees have only one rate, but it seems that we're having the same issue. Employee time is shown as hours on the project page, but doesn't show up as dollar amounts on project expense reports. Is there any way to do that?

Rose-A
Moderator

Tsheets & QBO Job Costing Reports

Thanks for looping in, sgf292.

Allow me to provide additional information about employee's time and projects in QuickBooks Online.

 

To show the dollar amounts on the project expense report, you'll need to create an expense transaction or wages for the employee's time. There should be expense transactions to show the dollar amounts in the report since you're recording time on the project page.

 

You may find these articles helpful:

 

For additional help, you can also reach out to our QuickBooks Online Support. To reach us, please follow these steps:

                                                   

  1. Sign in to your QuickBooks Online Company.
  2. Click (?) Help at the upper right corner.
  3. Select Contact US on the pop-up.
  4. Enter a brief description of your concern then hit Continue.
  5. Click Get a callback.
  6. Enter your contact information.
  7. Select Call me.

Fill me in if you have other concerns about projects in QuickBooks Online. Have a good one.

Teri
Level 9

Tsheets & QBO Job Costing Reports

@alexisn1 See you mention "effective job costing." Do you mean you need job costing to provide "effective hourly rates?"
sgf292
Level 2

Tsheets & QBO Job Costing Reports

@Rose-A Thanks for your response. So, if we do Time Tracking, can we then create paychecks based on the timesheets? And then will the paychecks be allocated to the different projects listed on the timesheet?
AlexV
QuickBooks Team

Tsheets & QBO Job Costing Reports

You can run the payroll based on the timesheets, sgf292.

 

We'll need to turn on this feature first. To do so, you can follow these steps:

  1. Click the Gear icon and select Payroll Settings.
  2. From the Setup Overview, click Time Sheets.
  3. Select the Copy hours from employee time sheets.
  4. Hit OK.

Then, let's create timesheets for your employees.

  1. Click the Plus icon and select either Single Time Activity or Weekly Timesheet.
  2. Choose the employee name and the pay period.
  3. Enter the hours, then hit Save and close.

Once done, you can now run the payroll. You'll notice that when you select the correct pay period, the total hours are already there. 

 

Also, as long as you've selected a certain project while creating the timesheets, it will be part of that project after creating the payroll. Open the project and go to the Transactions tab. You'll see a Payroll Check transaction type. Just click on it to see the details.

 

Let me know if you have other concerns about Time Sheets.

sgf292
Level 2

Tsheets & QBO Job Costing Reports

@AlexV Thank you!!! I wish I had realized this existed months ago. What would you suggest for payroll that has already been processed, without Time Sheets? I had been allocating them to the projects that the employees worked on, but doing so duplicated each paycheck, since you are supposed to "match" paychecks instead of adding/splitting. Should I make a note of the payroll expense per project, "undo" all of the paychecks, and "match" them so they're not duplicated? And just keep that payroll expense amount in our records outside of Quickbooks? I know that's probably really confusing -- let me know if you need further explanation.

Sarah
MaryLandT
Moderator

Tsheets & QBO Job Costing Reports

Hi there, @sgf292,

 

If you've processed payroll manually, you can delete and recreate it. By doing so, you'll be able to use the timesheet and get rid of duplicate paychecks. Just make sure the information is the same to avoid discrepancies on payroll amounts.

 

However, If the payroll was created through direct deposit, you can void and recreate it as paper checks using the entries on your timesheet.

 

If you need to print time sheets, please follow the steps listed below:

  1. From the left menu, select Reports.
  2. Select the Time Activities By Employee Detail report.
  3. Choose the correct date range from the Time Activity Date.
  4. Select Customize, then go to Rows/Columns.
  5. Mark a Start Time, End Time and Break to include these columns.
    timesheet.PNG
  6. Select Run report.
  7. Click Print.

 Should you need anything else concerning payroll, please let me know. I'm always around whenever you need assistance.

sgf292
Level 2

Tsheets & QBO Job Costing Reports

Hi @MaryLandT, Thanks for your response. The payroll was created through direct deposit. What would re-processing entail? What do I do after they are voided?

I'm trying to figure out how to change the accounts that payroll expenses go into. I searched and found this Help article: https://community.intuit.com/articles/1763015-change-the-account-where-payroll-fees-are-posted but I do not see anything that says Send Payroll Data.
Teri
Level 9

Tsheets & QBO Job Costing Reports

Just saw this in her post above yours, but I see link did not copy here. "However, If the payroll was created through direct deposit, I recommend contacting our QBO Payroll Team. They can void your payroll for you to be able to reprocess it." Can't believe they want you to void a payroll! Be careful with that. Also just FYI that Direct Deposit does not create payroll, that is just how it is paid vs. paper check.
sgf292
Level 2

Tsheets & QBO Job Costing Reports

I just found where to change the payroll accounting preferences. Is there a way to apply these preferences retroactively, so that the payroll expenses go into the correct accounts?

Then again, I don't know if I need to be doing this at all if the payroll is being completely re-processed...
sgf292
Level 2

Tsheets & QBO Job Costing Reports

@Teri Could we hire you to sort out this Quickbooks Payroll mess and get everything into the right accounts? ;)


@Teri wrote:
Just saw this in her post above yours, but I see link did not copy here. "However, If the payroll was created through direct deposit, I recommend contacting our QBO Payroll Team. They can void your payroll for you to be able to reprocess it." Can't believe they want you to void a payroll! Be careful with that. Also just FYI that Direct Deposit does not create payroll, that is just how it is paid vs. paper check.
Teri
Level 9

Tsheets & QBO Job Costing Reports

Hi sgf292 - I would love to help you but I have never seen QB or TSheets work right together to do job cost accounting. Three of my previous clients tried and failed, so I would not even recommend that combo to anyone I know. I already know from several clients before that how QB does not work well for project costing, seen folks try that for three decades now. Those three clients spent a lot of time and money trying to make that work but ultimately ended up switching to another system at the very last minute, two of them were already mid-audit, when they realized they could not do billing and we had to halt audit and quick implement the new systems. Can't say I was involved with the T-Sheets portion since they thought they had that part covered but did not. They just came back to me after several months of trying after they failed. Sorry, I am not willing to try that.
sgf292
Level 2

Tsheets & QBO Job Costing Reports

@Teri We're using TSheets but not integrating it with Quickbooks. I was talking about the Time Sheets feature within Quickbooks, which is a different thing. I did schedule a demo with PROCAS out of curiosity, but I'm going to keep trying to see if I can get Quickbooks can work for us.
Teri
Level 9

Tsheets & QBO Job Costing Reports

@sgf292 - I understand you definitely want to get the best system that works for your company at the best price for sure. QB Desktop or QBO do not handle project costing to begin with so would not matter which timesheets used. Have seen plenty of descriptions here on how to try to do project accounting on both and have seen it tried, and I could certainly charge you a lot of money to try to get it to work but I already know the end result would not be acceptable to me so I do not recommend or implement QB for any of my clients since I have a perfect reputation to maintain so not worth the money to me. I am sure someone will respond here to tell you it will. Great that you are going to look at PROCAS, then you can see how real project costing is supposed to work. If you should decide to try the system, I could certainly help you on that and get you a large discount there.
MaryLandT
Moderator

Tsheets & QBO Job Costing Reports

Hello @sgf292,

 

I've already updated my answer above about voiding your payroll.

 

The article you've found is for QuickBooks Desktop, and that's why you're unable to see the Send Payroll Data option.

 

Let me guide you on how to change the posting account for your payroll expenses.

 

Here's how:

  1. Click the Gear icon at the top.
  2. Select Payroll Settings under Your Company.
  3. Click Accounting under Preferences.
    accountinpreferences.PNG
  4. Once you are there, you can see which expense and liability accounts are affected when you create a paycheck, make a tax payment, or create a deduction.
  5. Choose your desired account name from the drop-down list.
  6. Click OK after choosing all your desired accounts.

Changing the settings will only affect for future transactions. If you need to apply these changes to your past transactions, you can backdate previous transactions. This will update all accounts except the selected bank account.

 

Keep me posted if you have follow-up questions concerning payroll. I'd be glad to provide the information you need.

sgf292
Level 2

Tsheets & QBO Job Costing Reports

@AlexV or @MaryLandT Instead of voiding the paychecks, can I just undo their allocations, and then exclude them? Thanks in advance. I just ran payroll using Quickbooks' Time Sheets feature for the first time and am crossing my fingers that everything is in the right account once the direct deposits process.
MirriamM
Moderator

Tsheets & QBO Job Costing Reports

Hi there, sgf292,

 

Allow me to help share information on how to handle this situation.

 

Right now, QuickBooks Online doesn't have an option to assign paychecks to a Project or Customer.

 

In your case, if you'd want to track time, you can record the Time activity with the correct customer or projects and cost for the service item by entering the Cost rate.

 

To give you a better view about this process, you can refer this articles:

If you have any follow up questions, please let me know by leaving a comment below.

Teri
Level 9

Tsheets & QBO Job Costing Reports

Mirriam M - What is a "Cost Rate?"
Anonymous
Not applicable

Tsheets & QBO Job Costing Reports

Hello Teri,

 

cost rate is the amount incurred by an individual when working for a period of time on an activity. It's the employee's pay or the total overhead cost. 

 

Keep up posted if you need anything else. 

Teri
Level 9

Tsheets & QBO Job Costing Reports

So this "Cost Rate" would come from? Offline calculation and manual input for each employee by project and account each week? Including Labor Categories?
HoneyLynn_G
QuickBooks Team

Tsheets & QBO Job Costing Reports

Hi there, @Teri.

 

Yes, you're correct. The cost rate is the total cost for an employee to do work for your business. This typically includes wages (“pay rate”), benefits, overhead, and taxes.

 

There's a designated field where you decide for the Cost Rate on the Timesheet window.

 

For future help and to learn more about how pay rates, cost rates, and billable rates impact profitability, you can check the link. It gives you an overview and calculation of the rates.

 

Additionally, here are some other related articles:

I'm still here to help you if you have more questions. Just leave a comment or mention my name. Wishing you all the best!

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