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Aaron Woolley

Aaron Woolley

Time Tracking

Slide Duration:

Table of Contents

I. Introduction
Bookkeeping Basics

10m 25s

Intro
0:00
The Accounting Equation
0:10
Assets
1:15
Liability
2:19
Equity
3:11
Debit vs. Credit
4:10
T Account
4:40
How Your Bank Treats Your Account
5:02
Your Books
6:08
Chart of Accounts
7:15
Balance Sheet Accounts: Assets
7:25
Balance Sheet Accounts: Liability
7:40
Balance Sheet Accounts: Equity
8:22
Income Statement Accounts
9:03
Income
9:06
Expenses
9:26
Net Income
9:48
Getting Started

16m 34s

Intro
0:00
Using Forms
0:13
How to Edit Customer Form
1:06
How to Edit Vendor Form
1:37
Using Lists
2:34
Customer Lists
2:39
Vendor Lists
2:47
Employees Lists
2:59
Using Registers
3:16
Check Register
3:22
Chart of Accounts
3:40
How to Use Register
6:27
Getting Around QuickBooks
7:54
Navigating Through the Home Screen
8:08
Managing Employees
9:59
Managing Open Windows
11:23
The Menu Bar
12:02
The Icon Bar
12:28
QuickBooks Centers
12:50
Customers, Vendors, Employees Center
12:53
Banking Center
13:06
Report Center
13:38
Lead Center
13:46
Search Information
14:17
How to Search for Information on a Customer
14:28
The Homepage & Workflow
15:12
The Chart of Accounts: Assets, Liabilities, Equity
15:37
How to Access Chart of Accounts
15:45
Setting Up QuickBooks

20m 51s

Intro
0:00
The Express Start
0:23
Create New Company
0:49
Entering Company Information
0:55
Enter Business Contact
2:24
Preferences
4:16
Adding Contacts
4:22
Adding Products and Services
4:28
Adding Bank Accounts
5:26
Review the Chart of Accounts and Customize
6:10
Check Chart of Accounts Set Up
6:48
How to Add To Chart of Accounts
7:20
Entering Bank Accounts and Opening Balances
8:00
Edit New Bank Accounts
8:28
Add New Bank Accounts
8:52
How To Open Balance
9:58
Adding Customers
10:27
How to Add New Customers
11:05
Adding a Job
12:33
Add New Job For Customer
12:50
Adding Vendors
15:01
Access Vendor Center
15:17
Add New Vendor
15:33
Adding Additional Accounts
16:33
Adding New Accounts in Chart of Accounts
16:53
Adding Items (Products & Services)
18:06
Add New Item to Sell
18:45
II. Working With Lists
Working With Lists, Part 1

31m 24s

Intro
0:00
Editing The Chart of Accounts
1:08
Edit Account
5:10
Adding Subaccounts
6:17
New Subaccount
7:50
Working with Customers & Job Lists
11:32
Add new customer
13:25
Providing Additional Customer Information
17:50
Providing Customer Payment Information
22:10
Working with the Vendor Center
24:08
Add new vendor
25:50
Providing Additional Vendor Information
28:28
Working With Lists, Part 2

46m 1s

Intro
0:00
Working with the Employee Center
0:24
Add new employee
2:01
Add contact information
4:02
Additional employee information
5:31
Employment information
6:26
Adding Custom Fields for Customers, Vendors, Employee List
7:28
How Many Lists You Can Add And For Who
8:46
How to Add Customer List
9:35
Define Fields
10:37
Adding Custom Fields for Items
13:26
Open Item List and Edit
14:15
Define Fields/ Setup Custom Fields For Items
15:54
Managing Lists
17:01
Ways to Sort Lists
17:14
Add Items to Chart of Accounts
17:32
Add Owner's Equity, Draw, and Contribution under Equity Account
17:59
Sorting Lists Manually
19:31
Making Sub Accounts
20:35
Sorting Lists
23:26
Sorting Lists in Ascending or Descending Order
23:54
Sort by Name, Balance, etc., Ascending or Descending
24:26
Merging List Items
26:08
Merging Vendor Example
26:53
Renaming List Items
28:55
Renaming Item Example: Checking Account
29:13
Deleting List Items
29:56
Deleting Customer Example
31:19
Viewing Inactive and Active Customers
32:32
Printing a List
33:26
Printing Customer List
33:58
Printing for Just One Customer
34:40
Print Particular Info for One Customer
35:08
Adding or Editing Multiple Items at One Time
37:04
Example: Changing a Zip code
37:39
Working with the Lead Center
41:43
Finding the Lead Center
42:09
Add New Leads
43:05
Add Multiple Contacts to Lead Center
44:34
Convert a Lead to a Customer
45:16
III. Accounts
Working With Bank Accounts

29m 11s

Intro
0:00
Writing a QuickBooks Check
0:30
Amount field
3:59
Other fields
5:27
Print check
7:00
Using Bank Account Register
7:40
Entering a Handwritten Check
9:45
Transferring Money Between Accounts
16:33
Funds Transfer Option
17:24
Transfer with Check Register
19:18
Marking Cleared Transactions
20:57
Bank Statement
23:31
Reconciliation Summary
26:11
Viewing Cleared Checks in the Register
27:05
Searching for Specific Check Amount
27:40
Using Other Accounts in QuickBooks

13m 25s

Intro
0:00
Other Account Types in QuickBooks
0:36
Tracking Credit Card Transactions - Entering Credit Card Charges
0:58
Reconciling Credit Card Statement
3:52
Reconcile Credit Card
5:00
Marking Cleared Transactions
5:57
Paying a Credit Card Bill
8:11
Entering Bills
8:34
Writing a Check
10:15
Using Other Accounts: Assets & Liabilities

30m 16s

Intro
0:00
Working with Asset Accounts: Setting up an Asset Account
1:24
Add New Account
2:30
Enter Opening Balance
4:34
Setup Asset Account to Track Depreciation
7:33
Add Subaccounts: Cost & Depreciation
10:32
Enter in Depreciation of Transactions
13:01
Working with Liability Accounts: Tracking a Loan / Long Term Liability
15:39
Add Long Term Liability / Loan Account
17:09
Tracking Fixed Assets
20:29
Add New Asset
21:36
Recording a Payment on a Loan
24:23
Understanding Equity Accounts
27:03
Add New Equity Account
29:20
IV. Sales Information
Entering Sales Information, Part 1

24m 23s

Intro
0:00
Using Sales Forms - Various Types of Sales Forms
0:07
Invoice Overview
0:56
Sales Receipt Overview
3:09
Generate Statement
4:38
Choosing a Template for Sales Forms
6:00
Filling in Customer Information
7:54
Create an Invoice
8:04
Invoice in Accounts Receivable Ledger
10:28
Repeating a Sale - Memorized Transactions
11:36
Memorize Invoice
12:52
Memorized Transaction List
14:01
Batch Invoices
14:55
Create Batch Invoice
15:21
Entering a New Service Item
20:13
Add new service
21:25
Entering Sales Information, Part 2

12m 33s

Intro
0:00
Using Multiple Price Levels - Create New Price Level
0:07
Create Price Level List
1:49
Associating Price Level with Customers
4:27
Edit Customer
5:53
Using Price Levels on Sales Forms
7:09
Choose Rate
8:56
Assigning Price Levels To Individual Line Items
10:38
Entering Sales Information, Part 3

22m 33s

Intro
0:00
Managing Overdue Customer Payments - Using the Collections Center
0:21
Collections Center
0:39
Create Invoice Letters
2:00
Prepare an Invoice Letter
3:09
Generating Reminder Statements
7:32
Assess Finance Charges
9:14
Preview Statement
9:42
Processing Sales Orders - Invoices Against Sales Orders
10:28
Open Sales Orders by Item
12:04
Create an Invoice
13:24
Tracking Back Orders
14:36
Create Invoice from Sales Order
16:37
Receiving Items
18:21
Check Item List / Inventory
19:22
Create Sales Order
19:58
V. Payments & Deposits
Receiving Payments & Making Deposits, Part 1

12m 40s

Intro
0:00
Recording Customer Payments - Record a Payment in Full for a Single Job
0:20
Receive Payments
0:40
Undeposited Funds Account
2:25
Entering a Partial Payment
3:42
Assign Payment
6:36
Applying One Payment to Multiple Jobs
8:10
Entering Overpayments
9:44
Leave or Refund Amount
10:51
Issue a Refund
11:28
Receiving Payments & Making Deposits, Part 2

15m 8s

Intro
0:00
Handling Down Payments or Pre-payments
0:07
Apply Credits
4:30
Making Deposits - Selecting Payments to Deposit
5:58
Payments to Deposit
6:26
Make Deposit
8:02
How QuickBooks Handles the Deposit
10:16
Entering & Paying Bills

22m 1s

Intro
0:00
Handling Bills in QuickBooks
0:23
Using QuickBooks for Accounts Payable
2:24
How to Bring up the Accounts Payable Register
3:04
Entering Bills
4:03
Enter New Bill
4:30
Add Vendor to List
6:29
See the Balance
8:48
Paying Bills
11:17
Turning on Reminder List
11:49
How to Pay a Bill
13:34
How to Print the Checks
16:21
How QuickBooks Records Your Bill Payment
17:08
How to See Your Checking Account / Bill Payment Check
18:38
VI. Analyzing Financial Data
Analyzing Financial Data, Part 1

11m 42s

Intro
0:00
Understanding Your Business Using Reports
0:11
When to Use a Quick Report
2:41
Creating Quick Reports
3:05
How to Look at Details for Quick Reports
4:05
Zoom In on a Quick Report
5:19
What You See When You Zoom In On An Item
6:06
Customizing Quick Reports
6:53
How to Customize A Report
7:28
How to Add Transaction Number to QuickReport
7:57
How to Move Columns Around
8:14
How to Change Header
9:42
Analyzing Financial Data: Create & Customize Preset Reports

29m 26s

Intro
0:00
Creating and Customizing Preset Reports
0:35
Company & Financial
0:54
Customers & Receivables
1:04
Sales
1:53
Jobs, Time & Mileage
1:55
Vendors & Payables
2:35
Purchases
2:45
Inventory
3:06
Employees & Payroll
3:22
Banking, Accountant & Taxes, Budgets & Forecasts
3:43
Lists
3:49
Industry Specifics
3:54
Using the Report Center
4:37
Categories of Standard Reports Available
5:15
Creating a Balance Sheet Comparison Report
7:29
Filtering Reports
9:50
Customize Report
10:20
Saving Reports in PDF Format
13:58
Creating and Customizing a Sales Report
15:24
How to Change the Date to a Custom Date
16:30
Using Quickzoom in a Preset Report
17:49
What is Quickzoom?
17:55
How to Zoom
18:19
Widening and Narrowing Reports
19:59
Saving Report Settings and Creating Memorized Report Groups
20:50
What are Memorized Reports and What Are They Used For
21:04
Memorized Reports List
21:43
How to Create A New Memorized Report
22:19
Memorizing Preset Reports
22:48
Saving Report
24:14
Adding Reports to Memorized Report Groups
24:42
Adding Reports
26:49
How to Display Reports
28:50
Analyzing Financial Data: Printing, Exporting, and Quickinsight Graphs

30m 12s

Intro
0:00
Printing Reports
0:17
Preview Before Printing
2:34
Processing Reports in Groups
3:38
How to Run Reports in Groups
4:51
How to Display All Reports in a Group
6:09
Exporting Reports to Microsoft Excel
7:15
Purpose of Why People Export To Excel
7:48
Sending the Report to Excel
9:13
Formatting Options
12:08
Changing Filters
14:30
Choosing and Changing Different Filters
16:30
Creating Quickinsight Graphs
17:51
Creating an Income and Expense Graph
18:41
How to Create the Graph
19:46
How to Read the Pie Chart
20:05
Customizing Graph Data
24:16
Choosing by Customer Instead of Account
24:50
Using Quickzoom with Graphs
25:10
How to Zoom on a Particular Customer
26:15
Customizing How Graphs Display
28:31
How to Change Graph Into 2D
29:03
VII. Inventory
Setting Up Inventory

23m 51s

Intro
0:00
Turn On Inventory Feature
0:43
Enter Products Into Inventory
1:44
Entering Product Through Vendor Menu
2:07
Add New Item
2:43
Reordering Item and Reminders
6:00
Ordering Products/ Creating P.O's
7:02
How to Create Purchase Orders
8:05
Look Up Outstanding Orders
10:46
Getting a Report of Purchase Orders
11:34
Choose and Open Quick Reports
12:48
Receiving Inventory
13:47
Receiving Inventory Without an Invoice
14:13
Reviewing the Inventory List
15:38
Entering a Bill for Inventory
15:59
Entering Bill for Received Items
16:45
Manually Adjusting Inventory
18:31
How to Get to the Adjust Quantity On Hand Page
19:16
Add New Account
20:23
Check and Review Inventory List
22:59
Inventory: Tracking Finished Goods

22m 10s

Intro
0:00
Use Group Items or Create Inventory Assets?
1:57
Tracking Items Through Group Items
3:02
Using Inventory Assembly
3:42
What is a Bill Point?
4:58
Setting a Default Markup
6:16
Adding a Basic Mark Up
6:31
Add a Labor Item to Use in Assemblies
7:26
How to Add New Labor Item in Assembly
7:53
Creating Inventory Assembly Items
9:54
Adding New Assembly Item to Inventory
10:40
Adding in Assembly Labor
14:22
Editing the List
14:53
Building Finished Goods
16:05
Changing Sales Price
16:48
How to Build Assemblies
17:51
Understanding the Effects of Building Items
19:24
Run Report to Generate Item List
20:24
Inventory: Units of Measure

13m 14s

Intro
0:00
Setup Single Unit of Measure
2:12
How to Edit Unit of Measure on an Item
3:18
Setup Multiple Units of Measure
5:32
Setting up Preferences to Multiple Units of Measure Per Item
6:13
How to Edit Multiple Units of Measure on an Item
6:49
Assign Units of Measure to Items
8:44
Edit Items to Assign UN Set
9:01
Assign Measure Sets
9:42
Open Purchase Order and Select Unit of Measure
10:41
Use Units of Measure on Sales Forms
12:47
VIII. Tax
Tracking and Paying Sales Tax

21m 41s

Intro
0:00
Setup Tax Rates & Agencies
0:44
Setting Up Sales Tax Code List
0:55
How to Set up Tax Rate for Example City
3:26
Add New Item to Item List
3:46
Checking and Editing Item Through Vendor Center
7:20
Grouping Single Taxes
7:50
Why Taxes are Grouped
8:05
Creating New Sales Tax Group
8:59
Choose Tax Item to Add Into Group
9:51
Indicate Who and What Gets Taxed
10:45
Add New Customer To Assign Tax To
11:06
Invoicing Customer
13:03
Apply Tax to Sales
14:30
Editing Item and Choosing Tax Rate
14:53
Create a Sales Tax Liability Report
15:26
File Sales Tax Return/ Creating Liability Report
15:40
Use the Sales Tax Register
18:14
How to Read the Sales Tax Payable
18:35
Paying Your Tax Agencies
19:34
How to Pay Sales Tax
19:52
Choosing Which Items to Pay For
20:21
Print Checks
21:06
IX. Payroll & Invoice
Payroll Basics

17m 56s

Intro
0:00
Setup Payroll Items
0:54
Add to Subscription
1:07
Add Employee
2:26
Creating and Adding Personal Information
3:41
Adding Payroll/Compensation Information
4:43
Setup Taxes
6:27
Make a Payroll
8:36
Start a Scheduled Payroll
9:49
How to Edit Each Employee's Payroll Summary
10:30
Custom Items on Payroll
12:12
Print Payroll Checks
14:36
Print Later
14:39
Pay Payroll Liabilities
14:49
Forward Taxes to Authorities
15:06
Generate/Sending Check
15:46
IX. Payroll, & Invoice
Estimating & Progress Invoicing

14m 29s

Intro
0:00
Turning On Estimates and Progress Invoicing
0:21
Create a Job
1:30
Adding new job
2:22
Create an Estimate
5:14
Printing Estimate
7:56
Create Progress Billing
8:22
Invoice Estimate
8:32
Run Report: Job Progress Invoice vs. Estimate
10:46
Update Progress on Job Status
12:25
Edit Job Status
12:34
Make an Estimate Inactive
13:20
X. Time Tracking
Time Tracking

17m 16s

Intro
0:00
Turn on Time Tracking
0:23
Entering Time Data
1:27
How to Enter Time for Labor Per Job
2:45
How to Start Time Ticker While On Job
4:22
Recording Employee Time on a Weekly Timesheet
5:40
Use Weekly Timesheet
6:17
Enter Reimbursement Costs
7:59
Write the Check
8:38
Invoice a Customer for Time and Costs
10:19
Create an Invoice
10:33
Invoice for Time for Labor
11:54
Reports: Time by Job Reports
13:13
Paying Non Employees for Time Worked
14:27
Using Time Sheet & Jobs
16:37
XI. Customizing Forms & Writing QuickBooks Letters
Customizing Forms and Writing QuickBooks Letters

13m 43s

Intro
0:00
Customizing Invoices
0:10
Create Invoice
0:34
Customize Invoice
1:10
Downloading New Layouts
2:50
Create New Design
3:10
Designing Custom Layouts for Forms
5:11
Layout Designer
7:08
Using QuickBooks Letters
9:56
Create an Invoice Letter
10:22
Collection Center
11:49
Email From Collection Center
12:31
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Time Tracking

Lecture Slides are screen-captured images of important points in the lecture. Students can download and print out these lecture slide images to do practice problems as well as take notes while watching the lecture.

  • Intro 0:00
  • Turn on Time Tracking 0:23
  • Entering Time Data 1:27
    • How to Enter Time for Labor Per Job
    • How to Start Time Ticker While On Job
  • Recording Employee Time on a Weekly Timesheet 5:40
    • Use Weekly Timesheet
  • Enter Reimbursement Costs 7:59
    • Write the Check
  • Invoice a Customer for Time and Costs 10:19
    • Create an Invoice
    • Invoice for Time for Labor
  • Reports: Time by Job Reports 13:13
  • Paying Non Employees for Time Worked 14:27
  • Using Time Sheet & Jobs 16:37

Transcription: Time Tracking

Welcome back to Educator.com.0000

This is QuickBooks lesson: time tracking.0002

QuickBooks has a feature that allows you to do time sheets and track your time on various jobs or for employees, whichever purpose you might have.0006

So, what we want to do is activate this feature in QuickBooks, so in order to activate that, we want to go to the Edit and Preference area.0016

And you will notice that we will have the Time Tracker - Time and Expenses - down at the very bottom of our Preferences, and we want to turn that on.0027

So, when we click on Time and Expenses, go to the Company Preference tab, and it says do you track time?0040

We want to make sure that, that says Yes.0045

It will say What is the first day of your work week etc. We can go into all that.0048

We can create invoices from the list of Time and Expenses, etc. We can always choose that if we want to track and reimburse expenses as income and etc.0055

So, here is a default mark-up of 20% for our expenses, etc., and in it, it we will put those expenses as construction income.0064

So, whenever we have reimbursed expenses and things like that, it will actually generate a 20% income on top of those expenses, so that is nice.0072

We will click OK, so now that, that is turned on.0082

So, the next thing we want to do is we are going to learn how to enter the time an employee works. They need to get paid.0086

We need to assign that time to the job.0096

It is very important that when you are in the construction business or a manufacturing business, some sort0097

that where you have individual jobs and you have labor associated with that to track those laborers.0102

I have always, always insisted on my clients to make sure that they will track their time and labor per job.0108

So, when someone comes on to do the job, they start working on XYZ job.0119

On their time sheet, they make sure that it has associated that 1 hour and 1/2 or 2 and 1/2 hours or 2 and 1/4 hours for that particular job.0124

And then, they can move on to the next job or the next project, and they track that time, as well,0131

so that when we go ahead and do our job costing, it is accurate, and we know exactly how much time was spent on that particular job or project.0137

It is associated with attorneys or accountants, and service industries. Many industries have that ability that they need to track that time.0148

So, we are going to show you how to do that in QuickBooks rather easily.0157

Under the Employee menu in QuickBooks, you will see where it says Enter time.0161

We have a couple of ways of doing that, and the first way that we want to do it is using a single activity.0167

So, you can say "Well, I spent 2 and 1/2 hours on this particular job. I want to assign that".0173

So, our new employee, Lisa Sample, went ahead and did some work, and so we are going to record that time.0180

That question was about payroll, so we said Yes. We want to include that for time tracking on payroll, as well.0193

Lisa did some work on our new remodel job, and we are going to put that down there on Paula Easley.0200

On this kitchen remodel, Lisa was doing some research or purchasing for that, let's say, and the service item is going to be labor, OK?0210

And we are going to make sure that is done, and then, there is payroll. We want to make sure that this person is getting paid on a regular pay, OK?0221

And we can put down the description that we were purchasing a material for job, OK?0229

And that took this person 1 hour and 1/4, let's say, 1 hour and 15 minutes.0243

See how I put it in as 1 hour and 1/4, and it converted it to 1 hour and 15 minutes.0250

I can also say 1 hour and 15 minutes, or if we are going to start a project, here is a neat little certain deal.0256

If we have not done it yet, and this person is doing online purchases or whatever,0266

they can say "I am going to start doing this", and I am going to start it and let it run.0271

You will see the little ticker going off and this little timer, and the person is on the phone. They are on the line.0277

They are making these purchase orders, etc., and they are ordering all that product for this particular job.0281

If you are in the service industry, accountants or attorneys or architecture, whichever,0288

you can also use this timer to track your time as you are on the phone with a client.0294

Or if you are doing a draft of architectural work or if you are an accountant working on particular numbers for a client,0298

you can actually track and use this as a timer.0308

Then, once it his done with that project, you are done with that, you can stop it. It will take it to the nearest minute.0311

That is how attorneys do it. They do it at 6 minute increments, and they call this 1 minute, 6 minutes, so this, we are not doing.0319

We are going to say it is 1 hour and 1/4 that she took to run around making these purchases, and we are going to Save and close that.0327

So, that is how we enter that particular time and recording that particular time.0334

So, now, there is a time weekly sheet. Maybe, our employee is using a paper time sheet with Monday to Friday or Monday to Saturday.0339

And they are actually filling in by hand the time sheet.0350

So, they turn that into us at the end of the week or to the accountant or your payroll. You take a look at it and say "OK, great".0354

OK, here is the job, so we are going to enter that in, or we want to do the same thing on a weekly time sheet.0361

So, let's use the weekly time sheet instead. Let's go to the Employees menu from the Menu bar.0366

We will go down to Enter time, and we will say Use weekly time sheet. So, we are going to pull weekly time sheet here, and here it is.0373

This is again for our Lisa Sample employee. It shows that we did this particular job.0384

We did 1 hour and 1/4 on the 15th - OK - for this Paula Easley job, etc., and we can now enter in new items per day.0391

Let's say, we did it for a family room or something. We did some more labor here, and it is regular pay.0402

And we could put down that we were installing whichever it was that we install, flooring, whatever, and that was on the 12th, and it was a 6-hour job.0411

The person was there. It is billable to the customer.0426

Here is all the information we have. We can pull it down and go to the very next, keep tabbing.0429

Or we go over the next line , and so forth. Then, we can continue adding in different items and etc.0435

That full Monday, let's say that she did some other work. Let's say there is something on a shed whatever it is in repair work or something, OK?0441

And let's say it was repair shed or something, and that took 1 hour 1/2.0452

So, that day here is 7 1/2 hours already for that particular day, and then, we can see where that day fills up and this, etc.0459

So, we can see where our employees are utilizing their time or even ourself, how we are using our time. That is how we record time on a weekly basis.0468

Well, let's say our employee has a mileage or has expense or something. They had to bus something on their own, and we want to repay them for that.0479

There is a couple of ways of doing it. My recommendation is we cut a separate check for that reimbursement of an expense.0490

If the person has to go down to Home Depot and pull up some additional things on their own dime,0496

they had to buy some nails or who knows what it was, I am going to write that person a check.0500

So, in order to do that, I want to make sure that, that is reimbursable, and we bill those materials to the client, to the customer.0505

So, I am going to write the check, and I am going to reimburse that to my employee, Lisa Sample.0513

It is not going to be payroll. It is not payroll, but I am reimbursing her for the $38 that she spends at Home Depot, OK?0519

And it is going to say Home Depot for materials.0527

And the account is going to be construction materials or something, material expense I guess, whichever it is.0536

We are going to pull that down and make sure we have it. Let's just say it is at a material cost.0547

It gets sold. I put it down there, and it says Materials for a job, and it was for...I can choose a job.0556

It does not really matter. It is for the garage repair of Chris Baker, and we choose that job.0566

Now, it is billable to the customer, so when we put in this expense, it is billable to that customer, Chris Baker.0572

If we say it is not billable, that means we are going to go ahead and reimburse our employee for those cost at Home Depot.0583

But, we are not going to bill it to the job.0589

I want to recoup my expenses, so, I am going to put that down and that is a remodel, OK?0593

So, I will Save and close, and there it is. I want to have and I expensed that item.0599

I have reimbursed. I could have went down myself, wrote a company check and bought material at Home Depot0603

and wrote a check on Home Depot or whichever and still put in that customer job and made it billable, so that is how we reimburse those costs.0608

Well, we are going to go ahead and invoice that customer for those time and costs if I can remember who it was we billed.0617

So, we are going to create an invoice, and we want to be recouped. We want those time and expense recoup.0625

So, when I create an invoice from the Icon bar, I can click Invoice right away, or I can go to0631

the customer center and say "Well, I think it was Chris Baker that I did that repair work on", OK?0639

I will click on that job from the Customer Center, a garage repair work under Chris Baker, and I will do New Transactions and say here is an invoice.0648

When I hit tab, it is going to give me a warning that says0657

"Hey, guess what, the customer job or job you selected has outstanding billable time and/or cost,0660

do you want to select the outstanding billable time and cost to add to this invoice?" Well, sure I do.0666

So, I am going to go ahead and click on OK, and I will look at it and say "Well, here is some time, but here is some expenses, Lisa Sample". There it is.0673

Well, I want to check that, and I want to bill that to them, so I am billing them for this reimbursed cost.0682

Here it is $38. We are doing a mark-up of 20%, and we are going to charge him $45.60 for that.0688

Now, we can look at the invoice, what it will look like to the customer, and there it is.0696

It shows them that the materials. Here is the mark-up.0701

Boom. This goes to them, and so we can create that invoice, and it is done.0703

I believe we had some time for our employee that we did, so if we look at Lisa's time sheet, if we want to do that, we did Abercrombie on the family room.0709

So, let's say we want to bill when we do the family room, and we invoice that, well, we can bill for that time, as well.0724

So, when we go into Abercrombie, to that job and do an invoice and we hit tab, we can pull it in,0732

and it is going to say "Here is the time for this particular job", and yes, I want to bill this.0740

I want to recoup Lisa's time, and of course well, gee, Greg did some time on the family room, as well.0744

There was some frame in the labor, so we will click OK to that. It will pull it all in.0750

Here is the labor - you know - 6 hours. We do not have a rate, but we will put in a rate of $45 for her.0756

And we are going to bill them 6 hours $45, and it is done.0765

We have that bill. We are billing for that time, and that is how we can pull the time and costs into an invoice by using those features.0770

So, we will just click on OK on that.0780

So, once we have billed, once we have entered our time, we have entered costs and expenses that are billed back to our customer,0783

we can now actually look at those Time by Job reports and see what it looks like, so let's go look at the Time by Job reports.0791

So, under Reports menu, we are going to go down to our Jobs, Time and Mileage section, and we will see down here, it says Time by Job detail.0801

I want to look at the detail. I can always look at the summary but I like detail, so I will say detail.0810

Now, I can see well, there is some time that we had Lisa there. She did 6 hours.0815

Lisa also worked on the utility shed. We see where Greg worked on a few things here, to,o on Bryan Cook, etc.0821

And we see that here is Paula Easley our new kitchen remodel that Lisa worked on. Greg did some work on installation, etc.0832

So, we see where it had broken down by job how much time we spent.0840

So, it is very valuable that we can track if we are hitting close to what our bid was, getting close to what our estimate was.0845

We can manage our costs in that way by using these reports and seeing how much time it really takes for these jobs.0852

And we can see if we are going to be profitable or not, so that is very helpful.0861

Now, of course, we have the option of having contractors or other non-employees that we may0867

have to bill our customers for or sub-contract that to get the job done, and that is a common occurrence.0873

So, we have that. We want to be able to put in their information, as well.0882

Well, by using the weekly time sheet, we can do the same thing for those non-employee workers.0886

So, if I go up to the Employees menu, and I say Enter time and use a weekly time sheet,0897

I can pull down a particular vendor and say "Well, this vendor, Dan Miller, did some work for us".0905

"Well, he did some work for us on that new remodel here. On that kitchen remodel in Paula Easley, he did some work".0913

And he did some repairs, or maybe he did some labor, installation or something. Here are some installation labor that he was doing0924

So, he did some installation work, and we can record that time that he did.0934

He did 2 hours here, 3 hours there, whichever on the different days, and we can add it all in to the various jobs that we paid Dan Miller to work for us.0940

Of course, whenever we do that, a vendor or a contractor has a 1099 that we have to issue to them.0950

We have to make sure that we are abiding by the law, and that they are not an employee,0956

that they are free to do other contract work with like-minded companies like ourselves.0962

And they are free to do work for our competitors, even. That is why there is a contract or independent contractor.0968

This is a very fine line. If they walk like a duck, they are a duck.0975

If they act and walk like an employee, they are an employee, so be sure to make sure that you are following the Labor Law there.0979

But, there we have is we can record that information for Dan Miller who is not an employee and get that taken care of. We Save and close.0986

So, using time sheet and jobs, the time sheet is the best way again, this little time sheet that we had up for each job.0997

And we can pull up Dan Miller, by the way, and see how utilizing this is going to help us manage our jobs, our job costs,1007

manage how we are profitable with each job by using this time sheet and using it properly and regularly.1020

Thank you for visiting Educator.com. We hope to see you next time.1031

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