How To Streamline Your Invoicing Process Using Time Tracking

There are so many ways that QuickBooks can be utilized

. One of the features that save me time is being able to create invoices directly from timesheets. By utilizing the timer feature in my office, I am able to prepare my client invoices in half the time it would otherwise take me. I found that at the end of each week I could import each one of my bookkeeper's time directly into my QuickBooks accounting file from the QuickBooks Time Tracker. Once imported, the information is summarized on a timesheet just as if it had been entered directly into my QuickBooks data file, and creating the invoice for my client is a very easy process.

Step 1: Open the invoice window and select the customer you are going to invoice. A second window will pop up and ask if you want to use outstanding billable time, click ok. (Don't worry if you close this window, you can always click on the Add Time/Costs button located at the bottom right, just above the memo.)

Step 2: The next window to pop up will contain all of the information from your timesheet. Click on the options button to select how and what information you want to include on the actual invoice. You can either have all the time grouped together or have the details per line come through onto the invoice. For example, if two of my employees have worked on the same client, I will use the grouping feature so that my client can see a total time and billable amount by individual rather than 2 separate lines; doing this will save my client confusion and my time of having to explain why the charges are split. However, if both employees worked on separate items, with separate billable rates, on separate days, I would leave the times un-grouped so that the client could see each task that was performed.

Step 3: Click ok and voila - your invoice is done! In the invoice window you can perform further edits to the information; however these edits will not be recorded back to the original timesheet they were obtained from.

You can also use this feature for out-of-pocket expenses and mileage. Taking the feature one step further can also enable you to invoice subcontractors, record products for resale, etc. It is a great time saving feature that also reduces the chance of error!

by: Laurie O'Neil

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