How to Use QuickBooks 2010 to Bill a Customer for Time - dummies

How to Use QuickBooks 2010 to Bill a Customer for Time

QuickBooks 2010 supplies two methods for tracking the time spent that you plan to bill on an invoice as an item. To track your billable time, you can use the weekly time sheet, or you can time or record individual activities. Neither time tracking method is difficult.

Using a weekly timesheet for Quicken billing

To use the weekly timesheet method, follow these steps:

  1. Choose Customers→Enter Time→Use Weekly Timesheet.


    QuickBooks displays the Weekly Timesheet window.

  2. Enter the employee, vendor, or other person performing the service in the Name text box.

    You should be able to select this person’s name from the Name drop-down list. If you can’t find it in this list, type the person’s name into the box, and then, when prompted, tell QuickBooks which list (employee, vendor, or other names) should be added.

  3. After you’ve added the name of the person performing the work, use the columns of the Weekly Timesheet window to describe what you’re billing for.

    Enter the customer or job for whom the work has been performed, the service code, a brief description or note, the payroll item (if you’re using QuickBooks for payroll), the class (if you’re tracking classes), and then the hours spent per day.

You can enter as many lines onto the Weekly Timesheet window as you want. Each line appears separately on an invoice. The notes information appears in the description area of the invoice. For this reason, you want to use appropriate and descriptive notes.

QuickBook billable single activities

If you want to record service activities as they occur, follow these steps:

  1. Choose Customers→Enter Time→Time/Enter Single Activity.


    QuickBooks displays the Time/Enter Single Activity window.

  2. Verify that the Billable check box in the upper-right corner of the window is selected.

    By selecting the Billable box, you tell QuickBooks that it should keep this record of a billable activity for later inclusion on an invoice.

  3. Record the activity date into the Date text box.

  4. Use the Name text box to identify the person performing the service.

  5. In the Customer:Job text box, identify the customer or the job for which the service is being performed.

  6. Select the appropriate service item from the Service Item drop-down list and the appropriate payroll item from the Payroll Item drop-down list.

  7. (Optional) If you’re tracking classes, predictably, you can also use the Class drop-down list to classify the activity.

  8. Record a brief appropriate description of the service in the Notes text box.

    This description appears on the invoice, so be thoughtful about what you write.

  9. Record the time spent on the service.

    You can either manually record the time by using the Duration text box to enter the time. Or you can have QuickBooks record the time that you spent on the activity by clicking the Start button in the Duration section when you start the activity and clicking the Stop button when you stop the activity. If you want to pause the timer (while you take a phone call, for example) click the Pause button.

  10. After you describe the activity you’re performing in the Time/Enter Single Activity window, click the Save & New or Save & Close button to save the activity information.

Including billable time on an invoice via QuickBooks

To add billable time and cost to an invoice, create a standard invoice. After you identify the customer for whom you’ve entered time or costs, QuickBooks displays a message box that asks whether you want to bill for any of the time or costs. If you click Yes, QuickBooks displays the Choose Billable Time and Costs dialog box.


The Time tab of the Choose Billable Time and Costs dialog box shows each of the times that you’ve recorded for a customer:

  • To add certain times to the invoice: Click the Use column for each time.

  • To select all the times: Click the Select All button.

After you make your selection, click OK. QuickBooks then adds each of these billable times as lines to the invoice. This figure shows how billable time information appears on the Create Invoices window.