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How to Use Estimates to Track Both Expenses and Revenue in QuickBooks for Contractors

In setting up items, I have used service, and pointed them to correct revenue and COGS accounts. We want to be able to use the "actual vs estimates" report which is at the item level. Before I have put the revenue items in the estimate, and then put in the estimated costs by item, and had a 100% negative mark down for each item, so that net for estimate is only the amount to bill client. This approach brings estimated costs to above report, to compare to actuals. However, not working as the cost estimates are being reflected in revenue section of actual vs estimates report at amount before 100% negative mark down. Doing something wrong – help!
Use the Rate column for expenses and the Total column for revenue.  If a line item only has expenses, clear out the Total column.  If a line item only has revenue, clear out the Rate column.  Try to avoid having the Rate equal the Total because this really doesn’t give you much useful information.

I usually customize Estimates so the Cost column is actually called Cost (why it defaults to Rate is beyond me) and the Total column is called Sales Price.  This makes it easier for clients to remember because these are the same names used in the Items List.


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Ruth Perryman - QuickBooks Specialist Written by +Ruth Perryman, CMA, CFE, CFM, MBA

Ruth is the president of The QB Specialists, Inc. and has provided QuickBooks help to thousands of businesses around the world since 1996. She is an Intuit Solutions Provider, an Advanced Certified QuickBooks ProAdvisor, and a member of the Intuit Trainer/Writer Network. She is also certified in QuickBooks Point of Sale and QuickBooks Enterprise Solutions.

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