How to Invoice for Time and Materials in QuickBooks for Contractors

Published 10/09/2010 |

I found your name on a search for "running a job from QuickBooks". I would appreciate any help you could give me. I have a client who has a service based business and is doing a large job for his client. What he wants to do is: to be able to come in at the end of the day, enter the daily charges for time and materials (date included) and then every so often, Invoice them for those Items. I tried to get him to use the Statement feature, but he does not like the way it looks. Is there any way to convert a Statement into an Invoice. I know there is a way to run Jobs from QuickBooks, I just don't know how. Thank you in advanced for any input and I am willing to pay for information that will accomplish the above.

Use timesheets (Customers > Enter Time > Use Weekly Time Sheet) to enter the time and checks (Banking > Write Checks) to enter the materials. Make sure to enter the Customer: Job and check the Billable? box. If you want to use QuickBooks for job costing, make sure to use the Items tab on your checks instead of the Expenses tab.

Once you have your time and materials entered, you can add them to invoices.

If you’ve got QuickBooks Premier or Enterprise, there’s an Invoice for Time & Expenses option in the Customer dropdown menu. If you don't see it, go to Edit > Preferences > Time & Expenses > Company and check the box next to Create invoices from a list of time and expenses.

If you’ve got Quickbooks Pro, you can add time and expenses by clicking on the Add Time/Costs button on the invoice.

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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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