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StearnsPaint
March 17, 2025
Question

Best way to manage employees hours for time and material billing purposes

  • March 17, 2025
  • 1 reply
  • 0 views

S0, as I am WAITING for employees to complete their last week time cards through workforce.... I thought I would try a discussion for tips on a very and i Mean VERY costly issue,  trying to get all those hours on an invoice from their time cards.  I know the basics, hopefully everyone reading this does.  Once you approve the hours (make sure the hours are billable) and submit to payroll, one can thus create an invoice.  Simple right?

    Not really,  firstly - i like to bill at the end of a job.  I with-hold a week, so there's one week. My employees are always missing hours/ filling out days etc.... So, now two weeks after job is completed.... maybe now i can start billing..... and some how days still get missed that i see if i go to "SALES" then hover over and click "ALL SALES" .  This is the Life Blood to gauge your ability to complete what was once a simple task, now convoluted with technical advances in apps that are meaning to help.  I am hoping some one has a work around, or some sort of a way to scan thoroughly for all hours under the customer.

A couple issues, most of my hourly jobs are under two main customer.  So each customer has sub-titled jobs created.  It doesn't appear to be as easy as Just go from customer list, as i expect most would reply.

Any tips or ideas.... please feel free to respond,  even if it seems blazingly simple or mundane to you.  Im going on my third year and i'm losing thousands of billable hours every year, some times on larger jobs (if i miss just one day with three people its typically at least a 1200.00 dollar loss)  Most times, once i submit my bill that's it!  I have no way to recoup those lost hours....Please Help!

Glenn

1 reply

R
RoseJillB
March 17, 2025

Hi there, @StearnsPaint.

 

I appreciate your effort in sharing your experience with billing your employees' time entries. Let me address your points to help prevent the loss of hours when you bill approved time cards.

 

When managing your employees' time entries, you mentioned that you bill at the end of a job. In doing so, please ensure you review the time for each pay period to verify if there are hours added before approving it. If there aren’t any, we'll need to unapprove it to allow us to edit the time card. I'll show you how:

 

  1. In your Workforce account, navigate to the Approvals tab.
  2. In the Approvals Report, customize the Report Filter and click Run Report.
  3. Find the time entry you wish to edit and click Unapprove.
  4. Select Time Entries, scroll to the date of the time card, and click the pencil icon to make edits.
  5. Enter the hours worked by the employee, making sure to select Yes in the Billable field.
  6. Add any additional information regarding the entry and click Save.
  7. Go back to the Approvals Report and re-approve the employee's time entry.
  8. Click Import in the QuickBooks Payroll menu to sync the changes made in Workforce.

 

Additionally, we can run a report and download it to see the total hours worked under a specific customer in your Workforce account. To do this, please follow the steps below:

 

  1. Click Reports and select Tracking.
  2. Choose Hours by Full Customer and customize the report dates according to your needs.
  3. To run total hours for a specific project or customer, click All under the Filter by Customers section.
  4. Select a customer from the options and click OK.
  5. Click Download Grid CSV or Download List CSV.

 

After that, you can run payroll reports in QBO specific to worker's compensation and customize them to see details according to your preference:

 

 

Whenever you need additional assistance managing time entries, @StearnsPaint, you're welcome to post to the Community. I'm just a click away to help you. Take care!

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