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JZ7747
June 27, 2022
Question

Time card entry for job costing report using third party payroll

  • June 27, 2022
  • 2 replies
  • 0 views

I’m trying to enter time cards to show up on job costing reports while using a third party payroll. After 6 calls and over 25 hours on the phone w QB I was told there’s NO way without creating a bill or attaching to a bill which in turn changes the customer invoice amount. Not going to work. I use QB desktop. I was told I needed payroll even though I’m not using it to run a payroll. That is false as it doesn’t matter still doesn’t show up on job cost reports. 
I run a remodeling company so my crew could be at 4 different customers houses a day. I need a way to add the time cards so I can see the labor on the job cost summary and or detail reports. 
Anyone else do this with luck pls help! Every call I have made turns into a waste of time. Last call I was sent to two different departments then told to call Enterprise number. All no luck. Can’t get a supervisor. The customer service is terrible with problem solving. Basically told me well I guess you are out of luck.

 

2 replies

G
Giovann_G
June 27, 2022

I know this isn't easy for you, JZ7747.

 

I understand the value of keeping track of job costs to know how much money you spend and make on each job. You can use the time feature in QuickBooks Desktop to enter time without a payroll subscription. However, timesheets are non-posting transactions, they will not appear on the job costing report. You must create a bill or invoice to include it in the Job Profitability and Company Financial reports.

 

It's also strange that the amount changed when you attached it to a bill or invoice. Since the amount of the customer invoice is determined by the hours and rate entered into the software. Let's run the Verify and Rebuild data to ensure your company file is free from any data issues.

 

Here's how:

 

  1. Go to the File menu, then click Utilities.
  2. Choose Verify Data, then hit OK to close all windows. If you see “Your data has failed the integrity check” you need to rebuild your file. If there are no problems with your data, you’re done.

 

Rebuild data:

 

  1. Go to the File menu, then select Utilities.
  2. Click Rebuild Data, then press OK to close all windows.
  3. Choose OK to backup your company file.
  4. Once the rebuild's finished, hit OK.

 

After that, make sure the Select the outstanding billable time and cost to add to this invoice are selected when creating an invoice. Please see the image below:

 

I'm also adding these helpful articles for more tips about the time tracking feature in QuickBooks Desktop:

 

 

If you have further questions about tracking job costs, let me know. I'll be here to help you.

P
pmerlet
March 15, 2024

I am having a very similar issue. We use a 3rd party company (ADP) to process our payroll and timecards. There has to be a way to put the timecard info into Quickbooks desktop for job costing reports. Quickbooks support keeps telling me I have to us QB payroll, but when I try to do that- QB wants me to cut the employee checks, etc. and then pay the liabilities from QB. There has to be a way to record this within Quickbooks and still accurately reflect the lump sums out of our bank account for wages, taxes, etc. 

MJoy_D
MJoy_D
March 15, 2024

I can provide you with some information that may help you add your time card information to track job costs in QuickBooks Desktop, @pmerlet.

 

To add your time card information in QuickBooks Desktop (QBDT), you need to set up a Customer:Job for each of your jobs, assign expenses to a job, and create appropriate invoices. When creating a weekly timesheet or a single activity entry, ensure to check the billable column to import the time to a bill or an invoice because timesheets are non-posting entries. Doing so will include it in the Job Profitability or Company Financial reports.

 

Here's how:

 

  1. Go to the Employees menu and select Enter Time. 
  2.  Select Use Weekly Timesheet or Time/Enter Single Activity.
  3. Provide all the necessary information and then select Save & Close or Save & New. 

 

From here, you can create an invoice to show the revenue in the Job Profitability reports. Check the article for more information about creating an invoice in QuickBooks Desktop. 

 

Moreover, you can run various job reports to see how your business is doing on a job-by-job basis like Jobs, Time, & Mileage or Contractor Reports. You can check this article for more information about generating the report: Customize reports in QuickBooks Desktop. 

 

Check this article for more information about tracking your transactions to have an accurate record of your job costs: Track job costs in QuickBooks Desktop. 

 

If you need more information about adding your time card information, feel free to ask. I'm always here to help you. Have a great day!

P
pmerlet
March 18, 2024

So in lieu of using QB payroll - I'd enter the employee time and bill it to the projects by issuing invoices? 

 

I've been trying to avoid marking anything in Quickbooks as "billable" because our job contracts are lump sum contracts. I'm not issuing invoices to our customers based on the time spent on projects or material used on projects - we invoice based on the entire contract amount and do not break it out. 

 

 

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