Solved

Is there a report showing billing by job that shows only active customers/jobs?

Forum|Forum|7 years ago
December 11, 2018
3 replies
0 views

I have a small engineering firm, and each project we work on has a Not to Exceed value that I need to check on as I process invoices. Each project is entered as a separate customer/job in Quickbooks. I need a report that says how much I have billed against a job before sending in an invoice. The closest I have found is a report, "Company & Financial / Income by Customer Summary." However, it has a notable drawback. It always shows every customer/job I have had over the time period I select, both active and inactive. I have lots of inactive customers/jobs. The report will not remove inactive jobs, and hence is 3 times as long as it needs to be and is difficult to work with. I have many customers/jobs and manually using the filter screens to select the customers/jobs that are active will be quite tedious and error prone. Is there any alternate approach to get a report that only shows all active jobs over the time frame I select?

(Using QB 2014, Premier Professional Services Edition, Windows 7)

QuickBooks Desktop

Best answer by qbteachmt

"I need a report that says how much I have billed against a job before sending in an invoice."

You selected that you have an Older program, and we don't know which, Pro or Premier.

Open the Income tracker, if you have it, and you see a listing of Billable time and costs. Also, other than Pro, you can enable this for Invoice From a Table of Time & Costs, in Preferences.

"The closest I have found is a report, "Company & Financial / Income by Customer Summary." "

There reports to examine Sales to date, but not the value of Pending to be Charged from Actual Time listed as tasks on Timesheets.

You can compare Qty and Item, such as Scope of work entered on an Estimate, to Timesheets: Time by Job by Item, or Time by Name by Item by Job, comparing Est qty column to Billed, Unbilled and Not Billable.

"However, it has a notable drawback. It always shows every customer/job I have had over the time period I select, both active and inactive."

In this example "Active" = Has Values in the timeframe. That is not a Status, in this example.

"I have lots of inactive customers/jobs. The report will not remove inactive jobs, and hence is 3 times as long as it needs to be and is difficult to work with."

That isn't the right report for what you are asking, anyway.

You want Job Profitability or Sales reports. Or, Estimates Vs Actuals.

"I have many customers/jobs and manually using the filter screens to select the customers/jobs that are active will be quite tedious and error prone. Is there any alternate approach to get a report that only shows all active jobs over the time frame I select?"

Are you using Job Status? If your completed jobs have Status = Complete or Closed, and In Progress have status = In Progress, you can filter on one selection = Job Status.

qbteachmtAnswer

"I need a report that says how much I have billed against a job before sending in an invoice."

You selected that you have an Older program, and we don't know which, Pro or Premier.

Open the Income tracker, if you have it, and you see a listing of Billable time and costs. Also, other than Pro, you can enable this for Invoice From a Table of Time & Costs, in Preferences.

"The closest I have found is a report, "Company & Financial / Income by Customer Summary." "

There reports to examine Sales to date, but not the value of Pending to be Charged from Actual Time listed as tasks on Timesheets.

You can compare Qty and Item, such as Scope of work entered on an Estimate, to Timesheets: Time by Job by Item, or Time by Name by Item by Job, comparing Est qty column to Billed, Unbilled and Not Billable.

"However, it has a notable drawback. It always shows every customer/job I have had over the time period I select, both active and inactive."

In this example "Active" = Has Values in the timeframe. That is not a Status, in this example.

"I have lots of inactive customers/jobs. The report will not remove inactive jobs, and hence is 3 times as long as it needs to be and is difficult to work with."

That isn't the right report for what you are asking, anyway.

You want Job Profitability or Sales reports. Or, Estimates Vs Actuals.

"I have many customers/jobs and manually using the filter screens to select the customers/jobs that are active will be quite tedious and error prone. Is there any alternate approach to get a report that only shows all active jobs over the time frame I select?"

Are you using Job Status? If your completed jobs have Status = Complete or Closed, and In Progress have status = In Progress, you can filter on one selection = Job Status.

THANK YOU! Your last comment gave me the fix. I had not used Job Status before. I now see that I can have the report remove jobs from the list that have status not = None, or some similar process. THANKS AGAIN!!
I also see the the Sales by Customer Summary also gives me a report I need, similar to Income by Customer Summary

Hello Jack1957,

You can run the Job Profitability Summary report. To do that, please follow the steps below:

Click the Reports menu.
Click Contributed Reports, then select Jobs, Time & Mileage.
Choose Job Profitability Summary, then click Run. From there, you'll see the account cost, account revenue, and difference per customer job. Please see the attached screenshot.

You can customize the report to show only the customers you want. Click the Customize button, then select the Filters tab. Under Filter, select Name. Click on the drop-down to select Multiple names.... From there, select the name of the customer you want to appear on the report. Please see the second attached screenshot.

Let me know if this report works out for you, or if you have any other questions. Thanks!

1. I said in the problem statement manually selecting the jobs is too tedious and error prone. I have too many jobs; an automated selection process is needed.
2. Cannot find the report anyway. I carefully studied the screen shot and looked a couple times. May be related to the report not being available for my version of QB, 2014 Premier Prof. Svc Edition
3. The Contributed Reports screen makes QB crash a lot. I usually have about 1-2 minutes of browsing the contributed reports before QB crashes. Occurs with no error message. Just shuts down. I cannot see a pattern that would say some particular thing I do causes the crash. I went through about 5 crashes looking for the report you list. This crash problem with Contributed Reports has been there ever since I can recall.

I have the exact same issue, and none of the responses solved the issue. I marked the estimates complete, the entire estimate is billed, and the job is closed, but still shows up on my report, which now has over 9,000+ lines and takes over an hour to populate. We use this report for monthly progress billing because it's the most accurate, but it so long because jobs with 100% progress still show up on the report. Below is a screen clip of the oldest project on my report, it goes all the way back to 2007.

Hi, @sunflower78.

I can see how much effort it would take to pick the needed transactions and exclude the unwanted ones. I'm here to make sure you'll be able to manage your reports accordingly.

To isolate the issue, you can customize your report to display only the names needed, then filter the dates to exclude the older and past entries. I'll show you how.

From the report's page, go to the Customize report tab.
Tap on Display then set the dates.
Switch to the Filters column, then search for Name.
Click on Multiple names, then pick only the active customers and jobs.
If necessary, make additional customization.

Moving forward, you can save the current settings of your report so you won't go through the same adjustments in the future. You can use this link as your guide: Create, access and modify memorized reports.

If you need additional assistance, you can always reach out to our Support Team. An agent can take a look into your account securely, and guide you with options on how to filter your transactions and achieve the report you need.

Moreover, here are some of our helpful articles you can read more about handling customers transactions and reports:

Please keep in touch if you need more help with your estimates and reports. I'm determined to help. Cheers for more success!

Good afternoon,

Your response did not answer my question. It was too general. The issue is that I need all names to populate which estimates progress payment is less than 100%. The Estimates Vs. Invoices report shows every job we ever created an invoice for and an option to customize based on percentage complete does not exist.