Skip to main content
P
PF808
November 13, 2019
Solved

Job report with non-billable labor cost

  • November 13, 2019
  • 1 reply
  • 0 views

Aloha,

 

This is my business Setup: I own a landscape maintenance business in Honolulu with two employees and approximately 20 consistent clients (accounts) that I bill every month at a flat fee to take care of their landscape maintenance.

 

I have Quickbooks Desktop PRO 2018 with Quickbooks payroll and I charge my accounts a monthly rate flat fee (no billable time). This information is very important because I do not check the box "Billable" when filling out the weekly time sheet, so the wages are not connected to each client.  I currently enter the time of each employee for each day as a non-billable item in a single row and run the payroll service every other week, write the checks, and pay the taxes and deposits as needed. That's all I do in regards to payroll. No class, etc.

 

My goal is to be able to generate a report for each client with the labor cost listed as an expense. I want to know what is the profit (or loss) from each account including the labor cost spent on them to determine which ones are the most profitable and efficient.

 

We do keep track of the time spent on each property. My employees fill out a form with the time spent in each client. But as I mentioned before, I have not categorized this in Quickbooks yet. I just input the hours per day (usually 8) in TimeSheet on a single line, and run the payroll.

 

Could someone please help me to get this setup in the most stream lined way as possible?

 

Thank you!

-Alberto

Best answer by Ryan_M

Hi @PF808,

 

We can create jobs for your clients. This way we can enter your employee's time and link it to a specific client job.

 

Follow these steps in creating a customer job:

  1. From the Customers menu, select Customer Center.
  2. Use the search box to look for the specific customer, then highlight it.
  3. Click the New Customer & Job menu, then tap Add Job.
  4. Fill up the form, then hit OK when done.

Repeat the same steps provided above to all other clients that you charge monthly.

 

You're already familiar with the next steps, which is to create a weekly timesheet. We just need to tweak it a bit. Here's how:

 

  1. From the Employees menu, highlight Enter Time, then select Use Weekly Timesheet.
  2. The first column is Customer:Job which we'll utilize by entering the specific job for the client in question.
  3. Ensure that you enter the correct time spent by the employee for each client.
  4. Hit Save & Close when done.

You can then proceed with creating paychecks for your employees at this point.

 

As for the report, I recommend running the Billed/Unbilled Hours by Person and Job.

 

Learn how to make changes to your reports so it will suit your needs by viewing this article: Customize customer, job, and sales reports.

 

Let me know if you have other questions by dropping a comment below, and I'll get back to you.

1 reply

R
Ryan_MAnswer
November 14, 2019

Hi @PF808,

 

We can create jobs for your clients. This way we can enter your employee's time and link it to a specific client job.

 

Follow these steps in creating a customer job:

  1. From the Customers menu, select Customer Center.
  2. Use the search box to look for the specific customer, then highlight it.
  3. Click the New Customer & Job menu, then tap Add Job.
  4. Fill up the form, then hit OK when done.

Repeat the same steps provided above to all other clients that you charge monthly.

 

You're already familiar with the next steps, which is to create a weekly timesheet. We just need to tweak it a bit. Here's how:

 

  1. From the Employees menu, highlight Enter Time, then select Use Weekly Timesheet.
  2. The first column is Customer:Job which we'll utilize by entering the specific job for the client in question.
  3. Ensure that you enter the correct time spent by the employee for each client.
  4. Hit Save & Close when done.

You can then proceed with creating paychecks for your employees at this point.

 

As for the report, I recommend running the Billed/Unbilled Hours by Person and Job.

 

Learn how to make changes to your reports so it will suit your needs by viewing this article: Customize customer, job, and sales reports.

 

Let me know if you have other questions by dropping a comment below, and I'll get back to you.

    P
    PF808Author
    November 27, 2019

    Hi Ryan,

    Thank you for your help.

    It worked for the new timesheet, which is great!

    It did not work for previous timesheets that I already ran payroll.

    For example, I processed the paychecks for the first two weeks of November without adding any "Job" data to it. Just straight 8 hours per day into a single line "General". Now, went back and added the actual times for each job, and saved the time sheet. The time sheet shows the hours for each job, but the report still runs as if I had entered only General for those two weeks. I would like to edit the previous timesheets that were approved and paid.

    I understand that I should have entered the actual times, and that's what I am doing now, but that's not what I did and I would like to edit previous timesheets and be able to see the data in the report. 

    Is it possible?

     Thank you!

    M
    Mark_R
    November 27, 2019

    I appreciate you getting back to us, @PF808.

     

    Adding Job to previous timesheets to an already processed payroll won't change the data on any Job profitability report. You'll have to edit the payroll data to show it on the report. And I'd like to redirect you to our support to help you process a payroll correction.

     

    Since you're trying to add Job data to the previous timesheets, I suggest contacting our Payroll Support Team. This way, they can help you process a payroll correction. They can also help you show the hours for each job on the report.

     

    To reach them:    

     

    1. Go to the Help menu.
    2. Select QuickBooks Desktop Help.
    3. In the Have a Question window, click Contact us at the bottom portion of the screen.
    4. Click Search for something else.
    5. Type in a keyword about your concern.
    6. Hit Search.
    7. Click on Start a Message.

    Feel free to read this article for your reference: Contact the QuickBooks Desktop Customer Support Team. 

     

    You might also want to check out these articles to learn how to manage your timesheet:

     

    Please know that you can get back to this post if you have any other questions. We're always here to help.

    Terms & ConditionsAccessibility statement