This is part one of a three part series. Tracking, paying for, and invoicing time in QuickBooks is a big topic. Too big for one post. The first post will cover entering time transactions in QuickBooks, the second will address how to invoice or charge for that time. The third will focus on paying employees or vendors for performing the work.
Invoicing for Time
The time is entered. We did that in Part 1. Now we just need to invoice the customer.
Before we do, there’s one preference setting that should be shown.
The “Prompt for time/costs to add” setting pops up the Add Time/Costs window whenever an invoice for a customer with outstanding time or other billable expenses is started. Otherwise, a simple click of a button will call up our list of available time and other charges.
The Add Time/Costs button is pointed out in the above screenshot. This is how the invoice form will look in Quickbooks 2013 or 2014. In QuickBooks 2012 and earlier, the icon is in the lower part of the invoice form window.
Once the Add Time/Costs icon is selected, the following window opens.
The four tabs can be seen across the top. The one for time, since that is the subject of our post, is the one selected. All the billable time that has not been previously invoiced for this customer is listed here. Checking off the individual time entries will allow them to be added to the invoice.
Also note the checkbox in the lower left-hand corner. All the entries we select can be shown on the printed or emailed invoice as one line item. Even if that selection is made, they will still show in detail on the screen.
Additional parameters are available if the Options button is selected. For instance, we may want to combine time entries, but only for the same service item. Should notes from the weekly timesheet be carried over into the invoice, and similar options.
If all of Gregg Schneider’s time is selected in the Add Time/Costs window, this is how the invoice will look:
Without any additional manual entry, all the time is on an invoice ready to be sent or mailed to the customer.
Next post, how does Gregg get paid without having to enter the time information again?
Hector Garcia, CPA
Certified Advanced QuickBooks ProAdvisor
12401 Orange Drive #136
Davie, FL 33330