{"id":1001188,"date":"2018-06-22T13:19:40","date_gmt":"2018-06-22T17:19:40","guid":{"rendered":"http:\/\/blog.bmcgiverncpa.com\/?p=1001188"},"modified":"2020-01-22T04:05:13","modified_gmt":"2020-01-22T04:05:13","slug":"tracking-time-in-quickbooks-part-2","status":"publish","type":"post","link":"https:\/\/www.bmcgiverncpa.com\/blog\/index.php\/2018\/06\/22\/tracking-time-in-quickbooks-part-2\/","title":{"rendered":"Tracking Time in QuickBooks, Part 2"},"content":{"rendered":"

We last learned about getting QuickBooks ready for time-tracking by activating it in Preferences<\/strong>. We also created a record for a service item. In this post, we\u2019ll actually use that record in the two ways you\u2019ll be using it in QuickBooks: to pay employees for their hourly work and to bill customers for services.<\/p>\n

Recording Employee Hours<\/strong><\/p>\n

There are two ways to enter hours for your employees who provide services to customers and are paid by the hour. The first is to create a work ticket for a single activity. Click Enter Time <\/strong>on the home page, and then Time\/Enter Single Activity<\/strong> to open this window:<\/p>\n

\"\"<\/p>\n

Single-activity work tickets for employee hours are especially useful\u00a0<\/em>if you need to set a timer.<\/em><\/p>\n

First, check the date to make sure it displays the day when the work was actually done<\/u>, not recorded. Click the arrow in the field next to Name<\/strong> and select the employee\u2019s name from the drop-down list that opens, then do the same in the Customer:Job <\/strong>field below. The Service Item <\/strong>field needs to display the name of the service performed by the employee.<\/p>\n

If you want to time a period of activity, use the Start<\/strong>, Stop<\/strong>, and Pause <\/strong>buttons under Duration<\/strong>. You can also replace the 0:00 <\/strong>that appears by default with the number of hours and minutes that were worked.<\/p>\n

In the middle column, you\u2019ll select the correct Payroll Item<\/strong> from the drop-down list. You can add a new employee if necessary without completing his or her entire record, but be sure to go back and complete it before your next payroll.<\/p>\n

Hidden behind the drop-down menu is a field titled WC Code<\/strong>, which stands for Workers\u2019 Compensation Code<\/strong>. It will only appear if you\u2019re using QuickBooks Enhanced Payroll and have that feature turned on.<\/p>\n

Tip: If these two fields do not appear, you\u2019ve selected an employee who isn\u2019t timesheet-based.<\/em><\/p>\n

In the upper right hand corner, you\u2019ll see a field labeled Billable<\/strong>. Be sure you click in the box to create a checkmark if you\u2019ll be invoicing a customer for the work done.<\/p>\n

Save the activity record when you\u2019ve completed it.<\/p>\n

Using Timesheets<\/strong><\/p>\n

\"\"<\/p>\n

You can enter employees\u2019 hours directly on a timesheet instead of creating a single activity record. <\/em><\/p>\n

QuickBooks offers a second option for entering employee hours: timesheets. You\u2019ll notice that there\u2019s a Timesheet <\/strong>icon in the toolbar of the Time\/Enter Single Activity<\/strong> window. If you click on it with a completed record open, a new window opens containing a graphical representation of a paper timesheet.<\/p>\n

If you enter employee hours in a single activity record, they will appear on a timesheet, and vice versa. There are two advantages to entering hours directly on the timesheet, though. The first is that it\u2019s faster. And secondly, you can click the Copy Last Sheet <\/strong>icon if you\u2019re just going to duplicate an employee\u2019s previous pay period\u2019s hours. If you want to go there straight from the home page, click Enter Time | Use Weekly Timesheet<\/strong>.<\/p>\n

Billing Customers for Time<\/strong><\/p>\n

QuickBooks makes it very easy to transfer billable hours worked by employees to the corresponding customers\u2019 invoices. After you\u2019ve entered blocks of time spent on services, open an invoice form and select the customer. This window will open:<\/p>\n

\"\"<\/p>\n

 <\/p>\n

Once you\u2019ve entered billable hours worked by an employee, simply open an invoice form and select that customer to open this window.<\/em><\/p>\n

By default, Select the outstanding billable time and costs to add to this invoice?<\/strong> is checked. When you click OK<\/strong>, a new window opens displaying a grid that contains all of that customer\u2019s billable time. You can Select All <\/strong>or click in front of each entry you want to include. You\u2019ll notice here that there are also tabs on the grid for Expenses<\/strong>, Mileage<\/strong>, and Items<\/strong> that can be billed back to the customer.<\/p>\n

If you choose not to carry billable hours over to the invoice at the present time, you can always add them by clicking Add Time\/Costs<\/strong> in the invoice\u2019s toolbar.<\/p>\n

Questions? We\u2019re always available to help ensure that you\u2019re billing customers for all costs they incur \u2013 and to talk about any other element of accounting that affects your cash flow.<\/p>\n","protected":false},"excerpt":{"rendered":"

We last learned about getting QuickBooks ready for time-tracking by activating it in Preferences. We also created a record for a service item. In this post, we\u2019ll actually use that record in the two ways you\u2019ll be using it in QuickBooks: to pay employees for their hourly work and to bill customers for services. Recording […]<\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[7,64],"tags":[86,87,88],"yst_prominent_words":[],"_links":{"self":[{"href":"https:\/\/www.bmcgiverncpa.com\/blog\/index.php\/wp-json\/wp\/v2\/posts\/1001188"}],"collection":[{"href":"https:\/\/www.bmcgiverncpa.com\/blog\/index.php\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.bmcgiverncpa.com\/blog\/index.php\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.bmcgiverncpa.com\/blog\/index.php\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/www.bmcgiverncpa.com\/blog\/index.php\/wp-json\/wp\/v2\/comments?post=1001188"}],"version-history":[{"count":1,"href":"https:\/\/www.bmcgiverncpa.com\/blog\/index.php\/wp-json\/wp\/v2\/posts\/1001188\/revisions"}],"predecessor-version":[{"id":1001213,"href":"https:\/\/www.bmcgiverncpa.com\/blog\/index.php\/wp-json\/wp\/v2\/posts\/1001188\/revisions\/1001213"}],"wp:attachment":[{"href":"https:\/\/www.bmcgiverncpa.com\/blog\/index.php\/wp-json\/wp\/v2\/media?parent=1001188"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.bmcgiverncpa.com\/blog\/index.php\/wp-json\/wp\/v2\/categories?post=1001188"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.bmcgiverncpa.com\/blog\/index.php\/wp-json\/wp\/v2\/tags?post=1001188"},{"taxonomy":"yst_prominent_words","embeddable":true,"href":"https:\/\/www.bmcgiverncpa.com\/blog\/index.php\/wp-json\/wp\/v2\/yst_prominent_words?post=1001188"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}