Using Class to report on estimates?

Hi @CCCBuilder,

The Job Estimates vs Actual Detail report is dependent on a Job. And as you've stated, you'll be unable to run this report without it.

What I can suggest in this specific situation is a custom Transaction Detail report.

Here's how to customize it:

1. Go to the Reports menu.
2. Highlight Custom Reports.
3. Select Transaction Detail report.
4. Tap the Customize Report button.
5. Move to the Filters tab.
   • Type in Class on the search box, and filter the classes you use.
   • Type in Estimate Active, and select Yes.
   • Type in Posting Status, and set to Either.
   • Type in TransactionType, and select Multiple Transaction Types so you can choose which transactions the report will show.
6. Hit OK when done.

Additionally, you can view this article for insights on how you can filter reports by class: Filter, sort or total reports by Class.

Do you have other questions or clarifications? Post them below, and I'll be sure to get back to you. 

I sat down and played with this today. I am confused about something here, the Estimates Active part - I think you're onto something but when I hit ok, the report only shows transactions with the class I choose. I'd like to see what I estimated for the job, but in addition, estimates are done by Items in my Items List...and this is not really showing my items list.  Is there a way to see the cost of each item category I have compared to my estimate by using Class? 

I appreciate you for going through the steps above, @CCCBuilder.

In QuickBooks Desktop (QBDT), you can customize reports that best suits your business needs. In addition to my colleague Ryan_M provided, you can consider opening the Item Estimates vs Actuals report. Here's how.

Item Estimates vs Actuals report shows you the portion of estimate being invoiced.

In your QBDT:

1. Go to the Reports menu.
2. Select Job, Time & Mileage.
3. Choose Item Estimates vs Actuals.

Once done. you can combine the two reports by exporting them to MS Excel.

I've also added this article that can help guide you on how to customize reports in QBDT: Customize reports in QuickBooks Desktop.

You can always contact us anytime you need help finding the report you need. We're always here to help.

When I run the Item Estimates vs Actuals and change the Estimate to the Customer: Dresser 13 and then specify Class: Dresser 13, nothing shows up.

I still can not find a report to run that will show me the Item Totals (Transactions) by the Class I want.  What am I entering wrong?

To clarify, before I was told to change to class, I was just entering transactions with a Customer selected, such as Customer: Dresser 13.  This allowed me to create an estimate for Customer: Dresser 13 for the multiple Items required for this Dresser.  

NOW - I am trying to either a.) Create an Estimate for Customer: Dresser 13 but enter all transactions for the items with Class: Dresser 13 instead of Customer: Dresser 13 and still run a report to see 1.) What I estimated 2.) What the total spent was for this project.  

So far I've only gone backwards, I have changed (per suggested per pros) each transaction (card and checks) by removing Customer specification and adding the Class specification.

Okay, so now when I run that report I am seeing all the checks I wrote and assigned that specific class to.

So now how can I get the report customized so that Estimate is one column, and then Actual Spent for each item is another column?  I'd like the report to show the Item total instead it is showing the individual transactions and each transaction total.  On a Job Estimates vs Actuals I can see every Item I estimated and then the total accrued amount of that Item no matter if it were ten transactions or one, it just shows the total for that line item.  This way I can easily look at the report and see the totals.   Is there just not a way to do that with the Class?

Glad to have you back, @CCCBuilder.

You can pull the Item Estimates vs. Actuals report and filter it by Class. This will show the Item and the total of the transactions.

Here's how:

1. Click on Reports at the top menu bar.
2. Choose Job, Items & Mileage.
3. Hit on Item Estimates vs. Actuals.
4. Enter the date range of the data that you want to pull up. 
5. On the Columns section, select Class.

To learn more about the available reports in QuickBooks Desktop and on how to customize it, please see these links for reference: 

• Understand reports
• Customize reports in QuickBooks Desktop

Let me know if you have any other questions. I'm always up for assistance. Have a good night!

If I do as you show, the report will not pull the item amounts under Act. Cost . They are all zero'd out even though every transaction I have entered has the class applied to the items.  I'm at a loss here on what to do so the report will pull item amounts in here.  I've ran the Data Integrity check with no issues found.  I assume it has something to do with the fact that the Estimate is for a customer, and the transaction items are for a class, not a customer?  I have applied a class to the Estimate itself & the line items in the estimate so that everything is on the same class.

I'd be happy to help you with your report, CCCBuilder.

It's good that you've applied the class on your transaction and in every line item. For you to see the actual cost in the report, you'll have to add the cost from the item list. Let me guide you how to get there.

1. Go to Lists, then Item List.
2. Edit each item which belongs to your dresser class. Then, enter the amount in the Cost field.
3. Click OK.

Once done, pull up the Item Estimates vs. Actuals report and filter the columns to class (please refer to @

BettyJaneB's steps). This way, you'll be able to see the cost of each item (Est. Cost vs. Act. Cost) by class.

I've added a screenshot below on how the report will looks like.

If you want to create a memorize report, please check this article: Create, access and modify memorized report.

I'll be here if you have other concerns. Don't hesitate to reach out anytime. Have a good one.

My items list is not specific to just a dresser for example. It can carry over to other woodworking projects or cabinet installs or remodels. Every item I have is considered a service item, not an inventory item. Is that why it won't show up with item totals for the specified class?

Hi CCCBuilder,

The actual cost only shows up on the report when you associate the service item to a customer or job with a class when entering checks. I've attached a screenshot below for reference.

You'll want to ensure all your checks have a customer and class.

Let me share this article for future reference: Tracking job costs in QuickBooks Desktop.

Keep us posted if you have any follow-ups or other concerns. We're always here to help.

Unfortunately this whole time I have been working to explain that is exactly what I can't do to get the reports proper for the tax pros doing the books.  I guess that explains why I have been struggling so long here. When I add any customer or job to a transaction item, then when I open my balance sheet or transaction details for an account every transaction just says the Customer or Job instead of the Vendor.  I need the Vendor to show up on the transaction name, not the customer or job. 

If I stick to my old method, the issue is that my accountant can not see what work is in process and what work has basically sold and made a profit because every project expenses out of work in process.  I can't create a new Item for every project. And now I find I can't just use Class for each project because it will not work for estimates or most good reports I use.  How on earth are people using QB for multiple projects, doing estimates for those projects, and not running into an issue with this? I was told that a project, such as the dresser build, is NOT a customer and that I need to use Class to organize it. But I see no other way besides making it a customer.

Hey there, @CCCBuilder. 

Glad to have you back in the Community. 

To assign a class for the expense transaction:

1. Choose the Banking menu and pick the Write Check option.
2. In the Check window, press the drop-down for Bank account and pick the right financial institution.
3. Fill in the field boxes with the appropriate information.
4. Go to the Expense tab and enter the correct account to track the entry.
5. Input the amount and then click the drop-down for Class to correctly classify the transaction.
6. Press the Save & Close button to keep the changes.

Thank you for reaching out, have a great day! If you have any other questions, I'm only a reply away.