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CivilUnrest87
CivilUnrest87
June 4, 2023
Question

How do you get a billing rate to be automatically applied to time imported from QB Time?

  • June 4, 2023
  • 2 replies
  • 0 views
In QBO I have assigned billing rates to employees but when I import their time it comes in with $0.00.  How do you get their billing rate to automatically assign to their entered time.  QBO Advanced is supposed to work for Consultants.

    2 replies

    M
    MadelynC
    June 5, 2023

    I can help resolve this so employees' billing rate will automatically be applied to their time entries, @CivilUnrest87.


    Sync issues happen when pay types aren’t mapped correctly. You'll want to make sure the billing rate is set up successfully to your employees’ profiles and match to time types in QuickBooks Time.


    You can refer to the instructions below to verify if the rates are added accordingly:

     

    1. Open your QuickBooks Online account.
    2. Go to the Payroll menu, then choose Employees.
    3. Select each employee.
    4. Check the pay types. Make sure the billing rate is added.
    5. Click Save when done.


    You can use the Payroll Item Mapping Tool to assign the items in QuickBooks Time. Here's how:

     

    1. Press the QuickBooks dropdown, then choose Preferences.
    2. Click Payroll Item Mapping Tool.
    3. Match the pay type for each employee.
    4. Close the window.
    5. You can re-export the time after to see the changes.


    Here’s a reference that discusses several errors and their fixes when you’re importing or exporting time data: Fix an error when exporting hours between QuickBooks Time and QuickBooks.


    You can always get back to this thread if you need further assistance managing your time entries. Just let me know by leaving comments below. Take care!

    CivilUnrest87
    CivilUnrest87Author
    June 5, 2023

    Thank you for your reply.  If I am not mistaken this changes the amount the employee is paid.  We are creating a field in the "Pay Types" called "Billing rate".  Assigning "Billing rate" to the employee's mapped time in QB Time would override the Hourly / Overtime rates to the "Billing rate" wouldn't it?  As an example the employee's pay should be $20/hr on straight time, $30/hr on overtime and their Billing rate is $50/hr which is what the customer is invoiced.  Please correct me if I don't have this right.

     

    Thanks,

    JF

    DivinaMercy_N
    DivinaMercy_N
    June 5, 2023

    Hello there, @CivilUnrest87. I'd be glad to help you in applying the billing rate to time imported from QuickBooks (QB) Time. 

     

    I appreciate you sharing additional information about your concern. To further help you with this, you'll have to manually create a billable time in QB Time and then export it to QuickBooks Online (QBO) to make an invoice for the customer. Here's how:

     

    1. Open your QB Time account and select Time Entries and click +Add Time. 
    2. Next, select the name of the employee in the Team Member field. 
    3. Then, input the details on the Type, Status, Time in, and Time out fields.
    4. After that, choose the name of the customer in the Customer dropdown and select Yes under Billable.
    5. Input the amount ($50) in the Billable rate field and add class and service items if needed.
    6. Once done, click Save. 

     

    When finished, go to the Approvals page to approve the time entry you've created. Once done, select the QuickBooks icon and choose Export All Approved Time. This will let you import the time entry to QBO.

     

    After that, open your QBO company and select the +New menu to invoice the customer for the time. Let me guide you on how:

     

    1. Select the +New button and choose Invoice.
    2. Then, choose the customer's name.
    3. From there, you'll see the Add to Invoice pop-up.
    4. Click the Add button under the Billable time entry and select Save and Close.

     

    For reference, check out this article: Enter billable time by job in QuickBooks Online.

     

    If you have other concerns importing time from QB Time to QBO. Have a good one and stay safe. 

    L
    Lynnwhidden
    June 23, 2024

    I also have this problem. The employee has a billable rate. I run payroll, go to the project under time and the line items are zero. I have to add the billable rate to each line item manually 

    C
    CarlSJ
    June 23, 2024

    I can help you sync the billable rate you've set up for your specific employee, Lynn.

     

    We can check the QuickBooks Online Payroll Integration Preferences on your QuickBooks Time to verify some options that will allow billing rates for your employees.

     

    Here's how:

     

    1. Sign in to your QBO account.
    2. Go to the Time tab.
    3. Select Go to Classic QuickBooks Time.
    4. On the QuickBooks Time page, click on QuickBooks Payroll, then select Preferences.
    5. Put a checkmark on the Billable yes/no choice and Billable Rate box.
    6. We can also check the box for Tell me when a time entry doesn't sync to QuickBooks to get you notified.
    7. Then, go back to QuickBooks Payroll, and click Import to sync the changes with your QuickBooks Online Payroll and billable rates will applied.

     

    I've also attached screenshots for reference:

     

     

     

    Moreover, you can use this article to learn how to add totals by paycheck date in the current quarter for accurate tax calculations: Add prior payroll totals by paycheck date.

     

    Please let us know if you need additional assistance with your employee billable rate. Have a productive day.

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