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D
D at CSC
March 1, 2023
Question

Inhouse vehicle repair/maintenance.

  • March 1, 2023
  • 2 replies
  • 0 views

We have a mechanic shop and wrecker/roadside assistance service. We have been creating invoices for service/repair to our own vehicles using the vehicle as the customer name so we can track specific vehicle expense. But how can an invoice show these parts and labor as a vehicle expense?  Expenses don't generally go on invoices, so how does this work?  We use cash accounting and non-inventory parts.

2 replies

DHeraV
DHeraV
March 2, 2023

Welcome to the Community, @D at CSC.

I'm here to provide information on how to add expenses in QuickBooks Desktop (QBDT). You can enter a bill or use regular checks to pay for a fixed asset and any expense you want to track. 

To enter a bill in QuickBooks, here's how:

  1. On your QBDT file, go to the Vendors menu, then select Enter Bills.
  2. Select a vendor from the dropdown, then fill out the required fields:
    • Date - The date you received the bill.
    • Amount -  The total amount of the bill.
    • Due date - The due date of the bill.
  3. Select Expenses as the type of bill.
  4. Once the bill is ready, click on Save.


For detailed steps, kindly visit: Enter Bills in QuickBooks Desktop.

To write checks in QuickBooks, here's how:

  1. On your QBDT file, go to Banking, then select Write Checks.
  2. In the Bank Account section, choose the expense account intended for vehicle repairs.
  3. Enter the Payee Name or whoever the check was issued for in the Pay to the Order of section.
  4. Use the date when you issue the check in the Date section.
  5. Enter the check amount in numbers under the amount section.
  6. Use the Expense tab to enter shipping charges, liability (in cases of payments for liabilities/loans), and other expenses not associated with any item in QuickBooks.
  7. Once ready, click on Save & Close.


For detailed steps, kindly visit: Create, modify, and print checks.

Moreover, I'll also share this article to serve as your reference if you want to memorize your checks in QBDT: Create an automatic recurring payment (check) to a vendor.


Feel free to leave a reply if you require further assistance with recording in-house vehicle repair/maintenance in QuickBooks. The Community team always has your back. Have a good one!

D
D at CSCAuthor
March 2, 2023

Thanks for the help. One question. If we are doing repair/maintenance on our company vehicles, what income account do I use?  There will never be any actual positive number for income on these. We are just documenting the expense for each vehicle.

B
Bridget97402
January 29, 2024

I have this same exact issue D at CSC. Were you ever able to figure this out? 

Rainflurry
Rainflurry
February 6, 2024

@Bridget97402 

 

If you use cash accounting and non-inventory parts (like @D at CSC ), then your parts were expensed when you purchased them and your labor was expensed as of the payroll date so an invoice will not to record any expense and obviously, you don't want to record any income.  You could allocate the expenses using a journal entry but that will mess up your payroll.  I would suggest tracking this outside of QB.  Just my $.02.    

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