Use a Weekly Time Sheet to Bill for Time in QuickBooks 2014 - dummies

Use a Weekly Time Sheet to Bill for Time in QuickBooks 2014

By Stephen L. Nelson

QuickBooks supplies two methods for tracking the time spent that will be billed on an invoice as an item. You can use the weekly time sheet, or you can time or record individual activities. To use the weekly time-sheet method, choose the Customers→Enter Time→Use Weekly Timesheet command.

QuickBooks displays the Weekly Timesheet window. To use the Weekly Timesheet window, first use the Name box to identify the employee, vendor, or other person performing the service. You should be able to select this person’s name from the Name drop-down list.


If you can’t select a person’s name from the Name drop-down list, enter the person’s name in the box; then, when prompted, tell QuickBooks to which list (employee, vendor, or other names) it should be added.

After you’ve added the name of the person performing the work, use the columns of the Weekly Timesheet window to describe the customer or job for which 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 in the Weekly Timesheet window as you want. Each line appears separately in an invoice. The notes information appears in the description area of the invoice. For this reason, you want to use appropriate and descriptive notes.

To add billable time and cost to an invoice, create the invoice in the usual way. After you identify the customer (and if you’ve entered time for the customer), and if you’ve been tracking time or costs for the customer, QuickBooks displays a message box asking whether you want to bill for any of the time or costs.

If you indicate “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 these times to the invoice, click the Use column for the time. (The Use column is the leftmost column, displaying a check mark.)

Or, if you want to select all the times, click the Select All button. Then click OK. QuickBooks adds each of these billable times to the invoice as separate lines. The following figure shows how billable time information appears in the Create Invoices window.