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Aia invoice form for Facilities

hello and welcome to another QuickBooks tutorial with EC QuickBooks training in this tutorial I will be showing you how to enter in a a billing into QuickBooks in a billing looks like this and it's an application for payment with forms G 702 and forms G 703 with the description of work and their schedule of values so we're going to be learning how to enter this information into QuickBooks today the first thing we need to make sure is that we have all the cost codes entered in the items list now if you're a subcontractor it might not be that many but if you're a GC general contractor you may have a lot of cost codes here so we need to make sure that everything is entered we also need to make sure that you have the item called less meet image because we're going to be taking 10% off of the billing union ours is right here and it's going to an asset account so you have to make sure that you have that in your chart of accounts which is right here 10-inch receivable so those are the two things that you have to make sure that you have and that we're all set to start entering the aaaa billing the first step is to create an estimate so let's close out of here and let's go to a customer center and we want to select a job that you're going to do the AAA billing for in this case I'm going to do awesome job then we're going to go to new estimates I'm going to change the template here I'm going to close the top bar good okay so now we want to enter the codes or the items here and to the amounts now your schedule of values may have a lot of codes but here you only have one line item general requirements so for job costing in QuickBooks we want to put with the schedule of value is for that line item so let's say for general requirements I'm going to do several cost codes and I'm going to show you a trick here to make it so much easier and the last code okay so that is 10,000 down here we could see it's 10,000 so it's easy that's our general requirements but when we start adding the other codes this numbers the total is going to change so what we want to do is put a subtotal right here under the items that we just put so we know that it's the subtotal of general requirements and this will be much easier when we do billing so the next line item is supervision let's enter that in QuickBooks it's 12,000 dollars okay and our next item is site work site work is also one of the ones that you may have several items cost codes in this case I'm just going to use one and it's 100,000 okay and I'm not putting subtotals because I don't have several cost codes like I did before the next item is concrete that was for 20,000 the next one is masonry 12,000 so let's enter that right here okay and the next one is metals I believe that was 20,000 ok let's enter the next one after metals is ceilings let's look for that one ok 6000 next one is painting team it's right there I paint ok nothing new is 6000 as well and the next one is plumbing for 25000 it's 14 and the next one HVAC as you can see this is for a general contractor because we have all trades if you were a sub it would only be the description of your specific trade work and the last one is electrical ok there's a you're 25,000 okay as you can see the amount total change so it's two hundred sixty one thousand which should match and it doesn't match so we're missing something which we see what are we missing supervision is actually sixty thousand so let's change that okay three hundred nine thousand now it matches our three hundred nine thousand so that's our scheduled value now we can enter the billing the progress billing we're going to do which is work in place as you can see this is our first billing there's no previous application sent so what we're going to do is enter a billing for 20 percent and looks all the way down 20 percent of the job and let's go ahead and do that let's save our estimate and we're going to close and say yes before we start our billing we want to make sure that the progress building is set so let's go to edit preferences jobs and estimates company preferences as you can see it says do you do progress invoicing we have it selected no so let's select yes and click OK ok this has to close windows alright so now we can go back to the customer center back to our job and we can enter our progress billing so we'll select invoices ok and here is our estimate you click OK and do we want to do 100% no we're going to do a percentage amount but we're going to select the percentage we're going to click ok so here is the progress billing as you can see nothing prior has been built now we want to do 20% of this so it actually would be 20% for each of these cost codes and that's why doing a subtotal here when you have several cost code makes it so much easier so we know it's 10,000 here so we want to do 20% of seventy five hundred and twenty percent of a thousand and twenty percent of fifteen hundred ok let's enter the numbers here the amount is fifteen hundred two hundred and three hundred and as you can see it was giving me the total once I was entering each amount for each code it was giving me the subtotal here so that's why it was good that we entered the subtotal for all these cost codes and if you have a lot then this is very helpful when you're doing an a a if you do your subtotals here you can also show quantities and rates if you like to see that or show percentages as you can see here it's twenty percent which is what our AAA billing is telling us that we're going to build so I'm going to take these off for now okay so let's continue entering the amounts if we go back to our G 703 the next one is twelve thousand so let's enter that in supervision it's twelve thousand dollars and then it's 20 thousand four thousand so enter twenty thousand there four thousand and then for masonry we're billing 2400 okay and for metals we're doing 4004 sailing and painting is 1200 now we have plumbing HVAC and electrical and they are 5,000 each so let's enter that and I want to show you you can also enter percentage if you want one percent and it should give you five thousand okay okay there we go so if you enter the percentage or you enter the amount it will give you exactly what you need to have so the total here is sixty one thousand eight hundred let's go look at a sixty one thousand eight hundred very good so it matches so we're good to go let's take the show percentage off and let's click OK and we want to have a progress invoice and here is a progress invoice good but we're not done yet we need to do less retainage as you can see here it's sixty six thousand one hundred eighty is what's they're holding ten percent of sixty one eight hundred so let's go ahead and enter less we ten-inch and we're gonna do it as a negative because we're taking it off of the sixty one thousand eight hundred okay so it says our balance to is fifty-five thousand six twenty let's go to our AAA billing and let's go to our g 702 and let's take a look at the amount certified fifty-five thousand six twenty so it does match like all of the numbers are correct and it matches with our invoice in QuickBooks so now we're ready to save we could put a Pio if we want the terms net 30 and we're ready to save this progress billing let's take a look at the progress billing real quick and see how it looks this will be here okay there it is all of our items descriptions with the percentages and we can customize this invoice in in another tutorial I will show you how we can customize our progress Billings just to look a little bit more clear more better okay very good that is how you enter in a a billing in QuickBooks I hope that you have enjoyed and learned from this QuickBooks tutorial and I hope to see you on the next one thank you for joining me here at EC QuickBooks training