Simplify Invoicing Customers for Export with airSlate SignNow

Invoicing customers for Export

hi my name is debbie i'm a product consultant here at intuit just wanted to show you a video on how to use quickbooks time to generate hours and then send that time into quickbooks online where you can create customer invoices run payroll get your project profitability so with that let's go ahead and jump over into my quickbooks company file now you might notice here that i'm in the quickbooks online accountant version but just know that what i'm going to show you today uh works the exact same whether it's quickbooks online accountant advanced plus or or essentials so just know that this does work the same across multiple varieties of qbo i just happen to be in my quickbooks accountant version today so there are a couple different ways to access quickbooks time now i'm going to show you how to launch it from within your qbo account just know though that if you have employees that you don't want accessing qbo but you want them to get into qb time directly they can definitely do that either via the mobile app or by going to um our quickbooks time website and hitting log in there so a couple different ways that they can access quickbooks time i'm going to show you how to launch it from within qbo so here inside of qbo i have a button on the left nav that says time when i click that button i now have an option to launch quickbooks time so i'm going to do that this is going to open my quickbooks time account in a separate browser window the convenient thing with that is that i can just go back into qbo if i need to i don't have to you know close one window to get back into the other one it is nice that they are open on separate tabs here in my account i'm not going to go into all of the details and bells and whistles on quickbooks time we have lots of training videos on quickbooks time and all the different things you can do the different reports you can run setting up your paid time off over time settings all of those things today i really want to focus on what you do with that time once you get it back into qbo so i'm going to keep this you know pretty tightly focused on that but here in my account uh you can see that i am currently on the clock i'm tracking time toward customers in some instances projects or sub-customers i'm also capturing a service item and whether or not the time is billable now the importance of the service time and whether or not time is billable is in what happens with those hours once they go back to qbo so if i say yes this time is billable that means i want these hours to be able to hit a customer invoice so i can bill my customer by the hour for these hours now if i was doing a flat rate billing or you know i wasn't billing the customer for these hours worked i would say no they're not billable they might be included in my flat rate charge or they might be included in whatever i've bid for the project i'm working on so the only time we're going to say yes is if i want these individual hours to hit a customer invoice and be able to invoice them uh by the hour for those service item is crucial because this service item is going to tell the customer invoice how much to charge by the hour for these hours now just note that the hourly rate is going to live in quickbooks quickbooks time focuses on you guessed it time so quickbooks time is not going to import your billable rates it's not going you're not going to set your billable rates up within in time those all live within qbo so you'll set your billable rates in qbo you will manage those rates maintain them inside of quickbooks online we don't bring those dollars into qb time at all but this service item has to be on any time a service item has to be on any time sheet that says yes billable so that when this time hits the invoice the invoice will know um where to grab the billable rate for those hours now there are other ways to track time um within qb time there's the mobile app there's a manual time entry lots of different ways again all the different ways to track time are covered in other training videos but once the time is captured by the workers next step is to approve it now you can approve hours either inside of qbo if you have a payroll manager or administrator permission or you can approve them within qb time one of the nice things about approving them within quickbooks time you have a little bit more flexibility in the pay period or the the week or the custom date range that you approve within qbo you have to run that approvals report for a full pay period and it's always the current one whereas in qb time you can select to just approve a week at a time or with a custom date range maybe just a day at a time the other nice thing about approving within qb time is that you have more flexibility in who can do the approving so within qbo it has to be somebody with like i said a payroll manager administrator type permission level within qb time anybody who is the manager of a group uh that's set up in qb time can review edit and approve the hours of the people within their group so a little bit more flexibility if you do this within the time module as opposed to doing it with inside within qbo but uh it's really up to you where you get that approvals piece done here in my approvals report i ran it for last week and i can see all of my workers that track time we do have color coding you might wonder why does it look a little bit like christmas well that's because a rom had some overtime green means regular hours red means overtime overtime is highly customizable within the time module and aram is actually eligible for daily overtime in addition to weekly overtime so that's why he does have some red or some overtime even though he didn't hit 40 hours now if i wanted to review the hours for somebody like let's say for example i wanted to review harold's hours i can just hit this view details button i can take a look at all of the timesheets that he created i can make an edit to a timesheet perhaps i know that he didn't work until nearly 8 30 last wednesday i can go in here and i can say uh nope he told me that he actually left at six and so i'm just gonna make that edit as his manager or as an administrator i could do that within qb time and here i'm now seeing that his time is edited and he has fewer hours on that date when i'm happy with his hours i can just hit the approve button and now these hours are ready to send back to qbo okay now if i wanted to review them all and then approve them all at once i can choose the select all unapproved and then approve them all in one click if that's what i wanted to do okay so exporting the hours really easy um i'm going to just pop up here i'm gonna go um export all approved time export the hours those are going to be sent over to payroll or actually not to payroll but to qbo now when those hours are exported over to qbo um there's a couple different places you can see them okay first of all within payroll so if i go to my payroll button hit overview remember how i mentioned that you can approve time within qb oh as well here in our payroll module our payroll dashboard inside of qbo i have an approved time option and so from inside here for the current pay period i could actually review and approve the time okay so you have a choice and if you want to do that approvals process in payroll or sorry in payroll or over in qb time stumbling over my words a little bit today now since i'm here let's go ahead and run payroll so i did track the time over in qb time i approved it i exported it over here in the time module now let's run some payroll now click on run payroll i'm going to choose the week that i want to run you can see i have a whole lot of options for for the time period that i want to run payroll for and let's just go ahead and do the week of uh january 3rd to the pay period of the third to the 16th now i don't have all of i don't have time in here for all of my workers i exported hours for harold for elizabeth for a rom i can see that raymond and donald they track time but their salaried so their hours you know we don't say how many hours they worked here because their salary so it doesn't really matter how many hours they worked i'm going to go ahead and take off the people who don't have any time tracked there we go okay now you can also see here with harold we have some regular hours we have some sick hours some vacation hours so these columns these all correspond to the workers pay items that you've set up for them within qbo with qb time we map their hours to those pay items and then we can drop the hours into the correct little buckets that's what i call these little buckets um when we send the time over and changes can be made here if you need to but just know if you make a change the hours here it will not be reflected on the time sheet because of course we don't know which time sheet you're impacting so just be aware of that that if you do make a change here it changes what goes out on their paycheck but it does not change any of their timesheets or how those hours were allocated to customers right so just something to be aware of all right so once time looks or once payroll looks good down here i can hit preview i get another review of it down at the bottom i can preview some payroll details run some payroll reports if i wish if i need to there is an edit option here where i can make some more edits before i finalize this but if i'm happy with it then i'm going to hit submit payroll and it's going to go ahead and create my paychecks now in my demo account i do not have a bank account set up so i can't do direct deposit so that is why this is um asking me for a check number if you have direct deposit set up then obviously you wouldn't be asked for a check number i'm gonna hit finish payroll down the bottom and then i do have a couple of other things that this is telling me about for example i could set up auto payroll if i want to that's really convenient for your salaried workers if you don't want to touch their payroll set up auto payroll it's really great um i'm going to go ahead and just hit remind me later because i do like that to pop up especially if i'm showing others how to run payroll within qbo easy as that though my payroll is run right that's so simple track the hours within quickbooks time approve them get them sent over run your payroll super fast super easy very efficient okay now next thing we're going to do is we're going to take a look at customer invoicing so here in my sales tab i'm going to go to overview i'm going to show you what we can do in here so here in our sales tab we can take a look at different income things there's a lot of different things we can do as far as setup and turning on some different features if i go to customers this is where i personally like to to create my invoices from it's a matter of personal preference there are several different places you can go within qbo to generate a customer invoice this is just my the way i like to do it one thing i like about this page is that you see this blue tab that says 613 unbilled activities about 205 000 sitting out there in uh potentially invoicable um activities in my account that's that is mainly time most of what i have for billable activities in here are timesheets that i've said yes these are billable this means i have close to 613 timesheets that i've said that they're billable and i haven't invoiced them out yet i do have a couple of other recurring expenses that are also available that account for some of this but the vast majority of it in my account is time now i could click on this button and i could be taken to a spot that will show me all of those in fact i'll just show you right now if i click on that it's going to take me to a spot where i can see all of the unbilled activities for these different projects right which is great um i could go ahead and just hit start invoice and it will drop all seven of these unbilled activities for my customer abc markets the project tri-level deck would drop them all onto an invoice at one time so that is one way to create the invoice the other way is if i go back to the previous page is i can actually for abc markets let's say i want to invoice them go over here to my action hit create invoice and this is going to take me to a spot i just have to be patient a moment with my computer this is going to take me to a spot where over on the right hand side i see all of those time sheets or all of those billable things that are just sitting out here waiting to be invoiced okay now i can add these all at once or even better in some ways i can add certain timesheets or billable activities perhaps it's expenses whatever they are and leave others this is great if i want to invoice my customer for part of the project now and part of it later maybe i just want to waste a certain amount of time or a certain dollar amount um now and send them you know in a couple weeks another invoice so i can leave these other bits for later and i see these particular timesheets that i marked billable and they've now populated my invoice i can make some edits before this goes out you can see that i was only using task 2 for my service item so the rate billable rate is all the same remember what i said earlier about the billable rate this lives where in qbo right this lives in your in your service item list within qbo you can change the rate if you want to here for whatever reason i can also edit the quantity the quantity is the number of hours that were tracked now i can i can change this up or down if i feel like this was actually 10 hours worth of work i want to invoice them for 10 hours i can do that this does not change the timesheets okay all this does is change how much i'm invoicing my customer um i could also edit something down maybe i feel that this was actually only five hours worth of work instead of seven and a half i can edit that dollar amount down again it doesn't change the time sheets it only changes how much i'm invoicing them okay if i had any notes on my timesheets for this for these particular days of work those notes would populate the description field and then i could make an edit to the notes if necessary now this is where i like to put in a shameless plug for the qpo payments if you want to make it very very easy for your customers to pay electronically for this invoice with a click of a button um when they get that invoice i strongly recommend you take a look at qbo payments um because it makes it so easy and so much faster for the customer to turn around that payment on that invoice um so we do know that that when you do have electronic payment methods set up with your invoicing you you get those funds back from your customers you get that bill paid or that invoice paid a whole lot faster all right once i'm happy with how my invoice looks down at the bottom um i can hit save and send if i have an email address in there for this customer or i can hit save print it out and and mail it to them or however it is that i send them the invoices just know as well you can customize the appearance of your invoices this particular page though will always look like this the one where you're setting up the invoice but you can create different styles of your invoices and if i go to preview then i could see what this will actually look like when this goes to my customer but just know that you can customize your invoices with this little customize button there now it's loading but this is what that invoice is going to look like when it goes to my customer you can see the level of detail that i have selected on this particular invoice style but you can customize that as well okay so we've seen how to get the time over you know approved and then into qbo we've seen how to run payroll which is so super easy so fast how to create customer invoices from billable time which also is so easy and so fast when you're tracking that time within quickbooks time next let's take a look at projects so i'm going to go to this projects button now projects are how we do our job costing or project profitability within quickbooks online now the beautiful thing with this is that for example i've got you know abc markets as my customer the backyard landscape remodel is the project um and i tracked some time with that and and i you paid my employees and um and i invoiced my customer now with this particular project i can see at a glance my project or my profit margin is not looking good right now i have more costs than i do income this cost column is filled out in fact if i click on that you can see this cost column comes from the cost of goods sold that i've attributed to this project as well as um i have another little expense and payroll so you can see the costs here and then you can see the in the income so this is where i've invoiced my customers so in this instance i am running a negative profit margin we don't like to see that do we but at least with qbo projects we can see that very very easily now with this particular project i've got my customers country stores location one is the project this is looking much better isn't it i do have a positive project uh profit margin i can see my costs are much lower than my income so i'm invoicing out more than i'm paying on this one so we do like to see positive project profit margin it's much better to see that so that is just very quick and easy how to um get your time from quickbooks time into qbo and then within qbo how you can invoice your customers for any billable hours as well as run your payroll and see your project profitability i hope this was helpful and that you are able to learn something from this and perhaps put it to use within your own quickbooks company file thanks so much everyone have a great day