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Hours calculated across customers

While I continue to learn more about TSheets and the integration with Quickbooks Enterprise, I still have not seen a proper way to handle how we do our hours.  All the staff can do billable hours and non billable hours.  This leads to two main questions:

1) In order to structure the project/customer/job or whatever the structure, we need to be able to collect statistics on every level of the task.  I need to be able to report the hours a person put into a task (accounts payable work) over time, the hours everyone put into that task over time, and the time everyone put into that task for a company.  In my mind, this inverts the model of customer first and then project or job and task.  Instead, it sounds like we would have to build something like Accounting Work at the top, then the task of Accounts Payable and then the company under that.  Does that sound appropriate for our use case?

2) We have three ways of handling our billings.  One method is we bill hourly for some of the work.  The second is work for specific customers, but that work is non billable since it is part of an all you can eat type of contact.  It is the same task as the billable task, just not billed to the second customer.  The third is to take that same task and it is non-billable up to a specific threshold and then billable after that.  The threshold might be sales, or some kind of volume, but it is free to a point and then billable after.  Given this and the issue in #1, how would you build the hours in Quickbooks enterprise so it connects properly with TSheets???

Thanks

Bill 

Solved
Best answer June 04, 2020

Best Answers
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Moderator

Hours calculated across customers

Hello @billwichert, thank you for reaching out to us here at The Community, my name is Sherissa and I am more than happy to assist you today!

 

I will break your question down a bit so we can make sure we are covering everything and make sure we get you the answers you are looking for.

1) In order to structure the project/customer/job or whatever the structure, we need to be able to collect statistics on every level of the task.  I need to be able to report the hours a person put into a task (accounts payable work) over time, the hours everyone put into that task over time, and the time everyone put into that task for a company. 

For this first part, what we can do within TSheets is to use the Project Report/Itemized Toal Time Report. With that Report you can Filter the Date Range & the Customer/Jobs/Projects - this will get you the info of how much time was spent of specific Customer/Jobs/Project over the course of time by the users.


Here is a Link about how to Run the Project Report/Itemized total Time Report:
https://intuit.me/2UcfB2p

 

You can also use the Team Member Job Costing Report, that can be found in the Project report/Itemized Total Time Report

 

Here is a Link about how to Run the Team Member Job Costing Report:

https://intuit.me/3cAm912

2) We have three ways of handling our billings.  One method is we bill hourly for some of the work.  The second is work for specific customers, but that work is non billable since it is part of an all you can eat type of contact.  It is the same task as the billable task, just not billed to the second customer.  The third is to take that same task and it is non-billable up to a specific threshold and then billable after that.  The threshold might be sales, or some kind of volume, but it is free to a point and then billable after.  Given this and the issue in #1, how would you build the hours in Quickbooks enterprise so it connects properly with TSheets???

With this second part - specifically, item 3 where the work is non-billable up to a certain point, it sounds like it would be useful to create a Sub-Job under the Customer to identify the non-billable portion and then map a $0.00 Service Item to that. Then track time as normal for the Billable portion

 

So the basics Steps for that:

  • Create a Sub-Job (in QuickBooks)
  • Create a $0.00 Service Item (in QuickBooks)
  • Sync information over from QuickBooks to TSheets
  • Then make sure you Assign the Custom Fields (in TSheets)
    • Go to Jobs
    • Edit the Job and/or Sub Job
    • Locate the Custom Fields Option
    • Check the Box of the Field & Select The Item(s) you wish to only populate for this Job/Sub-Job
    • Save the Items you Selected and Save one more time

Then your employees will Track Time as normal, you will approve the time when you need to and then export the time.

 

Try this out and if you need anything else please let us know!

View solution in original post

1 Comment
Highlighted
Moderator

Hours calculated across customers

Hello @billwichert, thank you for reaching out to us here at The Community, my name is Sherissa and I am more than happy to assist you today!

 

I will break your question down a bit so we can make sure we are covering everything and make sure we get you the answers you are looking for.

1) In order to structure the project/customer/job or whatever the structure, we need to be able to collect statistics on every level of the task.  I need to be able to report the hours a person put into a task (accounts payable work) over time, the hours everyone put into that task over time, and the time everyone put into that task for a company. 

For this first part, what we can do within TSheets is to use the Project Report/Itemized Toal Time Report. With that Report you can Filter the Date Range & the Customer/Jobs/Projects - this will get you the info of how much time was spent of specific Customer/Jobs/Project over the course of time by the users.


Here is a Link about how to Run the Project Report/Itemized total Time Report:
https://intuit.me/2UcfB2p

 

You can also use the Team Member Job Costing Report, that can be found in the Project report/Itemized Total Time Report

 

Here is a Link about how to Run the Team Member Job Costing Report:

https://intuit.me/3cAm912

2) We have three ways of handling our billings.  One method is we bill hourly for some of the work.  The second is work for specific customers, but that work is non billable since it is part of an all you can eat type of contact.  It is the same task as the billable task, just not billed to the second customer.  The third is to take that same task and it is non-billable up to a specific threshold and then billable after that.  The threshold might be sales, or some kind of volume, but it is free to a point and then billable after.  Given this and the issue in #1, how would you build the hours in Quickbooks enterprise so it connects properly with TSheets???

With this second part - specifically, item 3 where the work is non-billable up to a certain point, it sounds like it would be useful to create a Sub-Job under the Customer to identify the non-billable portion and then map a $0.00 Service Item to that. Then track time as normal for the Billable portion

 

So the basics Steps for that:

  • Create a Sub-Job (in QuickBooks)
  • Create a $0.00 Service Item (in QuickBooks)
  • Sync information over from QuickBooks to TSheets
  • Then make sure you Assign the Custom Fields (in TSheets)
    • Go to Jobs
    • Edit the Job and/or Sub Job
    • Locate the Custom Fields Option
    • Check the Box of the Field & Select The Item(s) you wish to only populate for this Job/Sub-Job
    • Save the Items you Selected and Save one more time

Then your employees will Track Time as normal, you will approve the time when you need to and then export the time.

 

Try this out and if you need anything else please let us know!

View solution in original post

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