QuickBooks Online Job Costing & Progress Invoicing Workaround

QuickBooks Online Job Costing & Progress Invoicing Workaround

With the new ability to receive partial purchase orders in QuickBooks Online, I thought it was a great time to update my instructions for QuickBooks Online Job Costing & Progress Invoicing workaround. Included in this is how to get budgets vs actuals

Here’s the link, feel free to share: QuickBooks Online Job Costing & Progress Invoicing

Below is a screen shot from QuickBooks Online Job Costing & Progress Invoicing PDF:

Job Costing in QuickBooks Online & Progress Invoicing

Job Costing in QuickBooks Online & Progress Invoicing

 

 

Receive Partial Purchase Orders in QuickBooks Online

Receive Partial Purchase Orders in QuickBooks Online

That’s right, it’s arrived: the ability to receive partial purchase orders in QuickBooks Online. And you won’t need a work around.

After years of having to use a work around to receive partial purchase orders in QuickBooks Online, we finally have it, and it’s really easy to use. There’s no setup, no preferences to set. As long as you have QuickBooks Online Plus and have purchase orders turned on, you can receive partial purchase orders in QuickBooks Online. YAY!

Gear Icon > Account & Settings > Expenses > Use Purchase Orders

Here’s how to receive partial purchase orders in QuickBooks Online.

 

You’ll need to start by creating a Purchase Order.

Create a Purchase Order

Quick Create (aka Spinny Plus) > Purchase Order

 

Now, let’s do some receiving. Here we are entering a direct expense.

Quick Create (aka Spinny Plus) > Expense > Choose Vendor > Add PO from Drawer > Edit Qty

 

Because didn’t enter a quantity of 10 – we edited to receive only 2 –  the original Purchase Order now reflects this.

Quantity Received shows 2 of 10

 

We can receive partial purchase orders in QuickBooks Online using checks:

Quick Create (aka Spinny Plus) > Check > Choose Vendor > Add PO from Drawer > Edit Qty

 

Each time we enter a purchase transactions and choose the appropriate purchase order from the drawer from which we add items, the original purchase order is updated in the quantity received column:

Open Purchase Order v2

Quantity Received shows 5 of 10

 

We can receive partial purchase orders in QuickBooks Online using Vendor Bills as well.

Receive Partial Purchase Order in QuickBooks Online - Vendor Bill

Quick Create (aka Spinny Plus) > Bill > Choose Vendor > Add PO from Drawer 

 

Note the amount of the purchase order in the drawer, after we receive partial purchase orders in QuickBooks Online.

Balance of PO in Drawer

The drawer shows original PO amount and balance remaining

 

 

And once we receive partial purchase orders in QuickBooks Online to reflect the total quantity, QBO will close the PO for us, and we get direct links to the expense transaction with which we were able to receive partial purchase orders in QuickBooks Online!

Closed Purchase Order

Quantity Received shows 10 of 10, status is closed and we have links to all of the related expense transactions

 

As far as I’m concerned, this is one of the biggest updates in QBO that we’ve seen in while. Can’t wait to see what’s coming up!

 

Invoice with Google Calendar App

Invoice with Google Calendar App

Intuit recently revamped their Invoice with Google Calendar app, so as a long time Google Calendar user, I had to write an article to show how easy it is to set up and use.

Here is your step by step on how to connect the app, then start adding line items to your invoices from Google Calendar.

1. Login to the QBO account to which you’ll be adding the app – MAKE SURE YOU ARE LOGGED IN AS MASTER ADMIN BEFORE ADDING THIS APP

2. Find Invoice with Google Calendar in apps.com. To save you time, here’s the link: https://stacyk.site/InvoiceWithGCalApp

3. Click “GET APP NOW” button:

Invoice with Google Calendar GET APP NOW

 

4. If prompted (you may be Master Admin on more than one QBO subscription) select the QBO you to which you want to connect:

Invoice with Google Calendar - Choose QBO Sub

 

5. Click the “Authorize”  button:

Invoice with Google Calendar - Authorize App

 

6. Invoice with Google Calendar will then ask you to what Google account you’d like to use (the app only allows you to connect one Google Calendar account at a time):

Invoice with Google Calendar - Login to Google account

 

7. Tell Google that Invoice with Google Calendar has permission to access information:

Invoice with Google Calendar - Allow Access

 

8. Now you’re ready for setup!

Invoice with Google Calendar - Get Started

 

9. You’ll be asked to choose an item from the Product/Services List from your QBO account. For this, I choose a generic services item. One cool thing is that after you select events using Invoice with Google Calendar, you’ll be able to change the item, but the description and time that were imported will not change.

Invoice with Google Calendar - Choose Product/Service

 

10. You’re almost done! Just click the “Connect” button to complete setup:Invoice with Google Calendar - Connect to QBO

 

11. Invoice with Google Calendar will now ask you to go back into QBO:
Invoice with Google Calendar - Return to QBO

 

12. Invoice with Google Calendar will take you directly to the create invoice page in QBO and give you a little hint on how to add events:

Invoice with Google Calendar - Invoice Guide

 

13. Once you close out the tip, your invoice form will look like this – you’ll click on the Google Calendar icon to add events as line items:

Invoice with Google Calendar - GCal Icon

 

14. After you click the icon, a drawer will open. You’ll see the calendar events connected to the Google account you assigned to the Invoice with Google Calendar. This means that if anyone has shared their calendar with the Google account you’ve connected, you’ll be able to add events from that shared calendar – handy when you’re using GSuite and need to invoice for a team member’s event.

Invoice with Google Calendar - Choose Calendar

15. Now you can start adding events!

 

15. Last thing, and this is just a best practice/pro tip. Once you have the invoice created in QBO, you can copy the URL for the invoice, and then paste it into the description of the calendar event. This way, you can always verify that the client/customer has been invoiced for the appointment, and as long as you’re logged into QBO, you can copy/paste that link into a new tab. (Also, or instead of adding the URL: You can also save the invoice as a PDF, then attach to the event in Google Calendar).

 

Before you leave, I just want to mention a few things about the app.

  1. You cannot add events to line items on Sales Receipts – only invoices.
  2. You also cannot restrict user access to this; any user that can create Invoices can add calendar events.
  3. Calendar events can be added more than once – so you may want to edit the title of the event to include **Invoiced** at the beginning, so that is easily visible when choosing events.
  4. This app does not work with the QBO Mobile apps, but I did test it with Chrome on my ipad and it worked BEAUTIFULLY.
  5. It’s FREE!

Don’t forget to check out some of the other QBO How-To articles on StacyK.net!

Improvements to QuickBooks Online Inventory

Improvements to QuickBooks Online Inventory

Improvements to Items and Inventory in QBO – by Woody Adams

Some are reading that title and thinking; “wait, inventory is only in QBO Plus, what is going on here?” True that. However, this past year we have enhanced product & service functionality even at the Essentials level. Essentials has time tracking now and time tracking only users and settings, what? Yup. But this article regards item and inventory improvements we had this year, and I will not be detailing dates of such changes as my memory is real suspect. And when I say “items” I mean products & services, which is a minor pet peeve I have with QBO in general. I just like “item or items”, way easier to mutter. Ha! “Mutter”. Nobody says that anymore…

Inventory Improvements—Quantity Adjustment, Starting Value Adjustment, Low Stock/Out of Stock/Reorder Point

Other Product & Service Improvements—Categories, Bundles, Sku

In order to really align QBO Plus with QB Pro, we had to allow the ability to make quantity and value adjustments. And by adjustment, I don’t mean editing the P&S and changing the quantity on the fly. That was never a good idea, and you couldn’t change the quantity for a prior date either, it would have to be as of today at least, and that was rather annoying…So we added two adjustment related features, one for quantity and the other for starting value, which I have an important qualification to make about when I get to it.

When I create a new inventory product in QBO Plus, I NEVER enter the current QOH in the setup window. Why? It will hit Opening Balance Equity. Please, don’t do that. Go enter a bill, write a check, or a credit card expense, any vendor posting transaction to “receive” the items into inventory. We really need to remove all those open balance fields on list elements in QBO, period…

But what if you want to change the current QOH of an inventory part? On the P&s list, click the arrow next to Edit in Action column, then click on Adjust quantity, seen screenshot below. In the shot, check out the other options now…the last 3 in list are what is really critically new IMHO. The cool thing about adjusting quantity is it is an actual transaction type. Oh, editing the item record before the change QOH on fly did qualify as a QTY adjustment and would show on reports as its own transaction type too, but I feel QTY adjustment has finally had its day. 2nd screenshot below is the actual Inventory Quantity Adjustment window. I can choose the adjustment account, as QBO will default to Inventory Shrinkage, an account QBO auto creates in your COA. You can choose another based on your needs. I suggest keeping it to a COGS type account however and I am sure you accountant will agree. Note I can even tag a class, location, Memo to the adjustment. In my example below, I reflect a new QOH for Ball of Yarn of 150, a change of 50, which debits inventory asset and credits inventory shrinkage.

If you are not sure the T-chart, don’t click Save & Close, instead click Save and then click More tab/Transaction Journal.

Now, this adjustment transaction will show up on related reports, including the Inventory Valuation Detail report. Note also, Starting Value in the screenshot below. These will have blue links underneath them in the report that will take you to the adjustment. Starting value is like a Value Adjustment in QB Pro, but not really. Why not really? It is not meant as a periodic value adjustment maneuver. It is meant to be a onetime event, like Woody entered the wrong cost or value for the item when setting it up so I need to go back and change its Starting Value kind of adjustment. I can also get to this value adjustment from the P&S list, the arrow next to Edit in Action column. Or from a couple reports like the one below.

Get a little popup warning too when you go to change Starting Value of an inventory part…

From screenshot below, you want to impact the Initial cost field, make the value change there. And watch the adjustment account! It defaults to OBE, so make sure to change it appropriately before you hit Save & Close. Further below, I show a screenshot of me changing the Initial Cost from 1.00 to 1.50 and I also chose an proper COGs adjustment account.

The Inventory Starting value adj will also show up in Search field when you left click it, as well as related reports…You all know re the Search field right? Click in there to see more recent transactions entered!

 

Above are the main enhancements impacting Inventory in QBO Plus. The remainder of the article will focus on enhancements added to QBO Essentials and Plus but not specifically related to inventory. For example, a Bundle item might include inventory parts but I don’t need Plus to create Bundle items…etc.

Used to be, QBO had a gap vs. Pro, no group items. We added that recently to Essentials and Plus, and we call it Bundle. The Bundle item is totally a group item. I cannot think of a difference except that QBD supports Other charge items that can have a %, not just an amount. I know, I know, it’s the little things…How is that file transfer working out for you? That is loads of fun too. How important is that lack of other charge item type now in QBO? Exactly, not nearly as critical as you once thought…

The Bundle—Go to your P&S list, however you like to get there, click on New tab in upper right and you will see Bundle as a 4th type option. Oh, forgot to mention…While we still call items in QBO “Products & Services”, we decided to differentiate a bit better between the type of P&S you are creating. Inventory, Non-inventory, Service and Bundle. If you don’t see Bundle, you are in QBO Simple Start. Or Self-Employed, LOL. Well, QBSE has no P&S list but still, that is funny…need to take a drink…

Back…Oh, I can also now filter my P&S list by type to help me find stuff easier. Forget when we improved the filtering but it really helps me daily. Wait, what are Categories and how did I group my P&S list so visually impressive? I will get to that.

 

A while back I created a Bundle item called Groom & Board, see in screenshot below. Key things to point out: You can name it, add a Sku (will get to that later), sales description, then add all the P&S that are part of the bundle aka group item. Bundle is NOT a build assembly. There sales price and any costs will be determined by the Bundle’s component parts. I cannot set a price or cost different from the price/cost of the items in the bundle. And like a Group item in QBD, I can chose to “Display bundle components when printing or sending transactions” or not. So I can see all the detail on the screen but my customer will only see Groom & Board and the price. To me, this is the most important part.

When on a sales form…

Here is the transaction journal of the above entry…

Let’s end with Categories, which really represents QBO’s new way to support sub-items. If you convert a QBD file to QBO that has sub-items, you will see an option to convert the subs into Categories. Really helps in filtering the P&S list, pick correct products on a sales form and even filter reports. Enhances visibility, and for me, really it is about the P&S list and a clearer understanding and grouping.

In All Lists under Gear icon, you will see Product Categories. You can also manage your categories in the P&S list itself.

 

Category is just a name. Add some, then you can assign your products and services to a Category. Basically I am creating Item groups. I can then filter the P&S list by a specific category…like Dog Attire below, and focus in on those products.

I often like to filter the list by Uncategorized so I can batch assign products to their respective Cats…In the screenshot below, I am batch assigning several services to the Treatment category…

Now, when I filter the P&S by the Treatments category, I can see them all grouped…

Categories also infiltrates the P&S list dropdown on sales forms, so I can make sure I am choosing the correct item, and I can even quick-type based on Category to find the products in that group, etc…That has got to help with data entry. See screenshot below…

Well, that just about…..WAIT! Stock status and re-order points, wow, the list just keeps going on and on…ok then we be done…

See above. I have filtered the P&S list by my Dog and Cat toy category as these are super popular sales items, daily. My concern is the Red rubber ball. At top of list is the Low Stock alert and the Out of Stock alert. I know I need to purchase some red rubber balls, the reorder point being 3, which is mildly humorous. I need to change that to a more reasonable point. And 12 of my items are getting low. So I might as well purchase those too. and I can purchase in batch assuming the low and out of stock items have the same vendor…Before I do that, see how Reorder point is used when I edit the product record…I updated the point to 50. See below how I can batch purchase too…

Note: Reorder points and stock level tracking is supported for inventory parts ONLY…

 

Now the QTY I need to order is not auto-filled on the PO based on the Record point of the product. It defaults to 1, so I still need to enter the QTY I want to order. Important to note, but still, nice to see all items I need to purchase from same vendor on one PO…I hover over the QTY field and I get a popup for QOH and Reorder point, then I just click into field and enter amount…

The hovering popup happens on sales forms too, and while not tracking “availability to promise” to a customer, it does give me visibility to current QOH. As there is no Sales Order tracking at this time in QBO, I am restricted like a QB Pro user is, by the current quantity on hand of an item. Sales receipt is the shot below…

Oh, below is a shot of me filtering a report by Category…

Remember, you can now add Sku info at the product level and see that column on sales forms, reports and the product and services list. Though I cannot change the Sku label name, I could use this field as a “custom field” at the item level. I mean Sku can mean anything, right?

Hehehehe…

 

QBOA Team Permissions Break Down

QBOA Team Permissions Break Down

My good friend and QBOShow.com co-host, Woody Adams, has written yet another great piece. This time, he breaks down QBOA team permissions.

QBOA = QuickBooks Online Accountant

Team = Firm staff you invite to QBOA Team

The below permissions are set in the Firm Administration and Books tab in the team member’s record. You access this page by clicking on Team tab in QBOA (assuming you have access), then click on team member name in list you want to affect.. Regardless of the below QBOA team member access level settings, team members are Company Admins on any QBO client file to which they have access. 

Basic Access Level Settings—This team member is completely Basic access level. All they see is the Clients and ProAdvisor tabs in the firm QBOA. Essentially, this is for the staff that you only want to access the clients you want them to access, and nothing else. Absolutely NO firm admin duties allowed. There is only one Basic option, and it is the mode in the screenshot below. If you allow access to any other field, Access mode turns to Custom:

By changing anything in the access column drop downs, the type of access changes to “Custom”

 

There are different options for QBOA Team member permissions for your firm’s books and client access

 

Custom Access Level Setting—Manage your clients

The first Custom access level is for the Basic staff team member needing the ability to Add a QBO client sub to the firm QBOA. You choose Yes for Manage your clients setting. As you can see in the next picture below, Firm Admin and Firm Books are still completely restricted, but I have the ability to allow a team member to add a QBO sub. The team member will see nothing in QBOA but the Clients they have access to, ProAdvsor tab and the Add Client tab. While the team member can add the QBO sub to Wholesale Billing, he or she cannot edit, view, or manage Wholesale billing settings at all. Nor can this team member move existing clients under Wholesale. As well, this team member cannot assign other team members to the newly added QBO sub. Net, net: I can give a QBOA team member the ability to add a QBO sub, add it to wholesale, work on their appropriate assigned clients, and get certified in QBO as a free ProAdvisor.

This QBOA team member has NO other firm admin abilities:

 

This QBOA team member will have no access to the firms books, aka “YOUR BOOKS”

 

 

Custom Access Level Settings—The Rest

Note: I decided not to test any View Only settings per access level, as why would I set a team member to view something if I didn’t want them to have access to modify it?  Also, I kept the Manage your clients set to Yes for all of the following, which you may or may not want to do depending on need. We just broke down Manage your clients so hopefully this does not cause any confusion.

Firm Information Edit, All other settings None, Manage your clients Yes—No differences noted. As far as I can tell in my testing, this minor setting change makes no difference to the above Basic team member with Manage your clients set to Yes.

Firm Information Edit, Firm Users Edit, Manage your clients Yes—The team member now has some firm administrative access. Upon giving team member Edit access to Firm Users, team member can now see Clients they have access to, Team tab, ProAdvisor tab, Add Client (remember, Manage your clients set to Yes), and Your Books. Team member can add staff to the team and edit any staff member save for the QBOA Master admin. While the team member sees Your Books, they have no access to it. All Your Books pages throw a “We’re Sorry warning.”

This QBOA team member still has no access to manage wholesale billing or see the firm credit card, nor can they move existing clients not under Wholesale to Wholesale billing:

 

This QBOA team member won’t be able to edit Wholesale Billing information.

 

 

Firm information Edit, Firm users Edit, Subscriptions and billing Edit, Manage your clients Yes—All same abilities as the above setting, with the addition to Edit billing information for Wholesale Billing, aka, access and change the firm credit card. This team member can still NOT move existing QBO clients not under Wholesale to Wholesale, nor manage any wholesale billing duties that have to do with adding payroll, upgrading Essentials to Plus, cancelling payroll or removing a client from Wholesale billing.

This QBOA team member can edit Wholesale Billing settings.

 

Firm Administration Access Edit for all, Your Firm Books Customers and A/R Yes, Manage your clients Yes—The below setting allows the team member to access all customer and sales related forms and reports in the Your Books file, plus the same permissions allowed in the above setting. The team member will have NO access to chart of accounts, registers, online banking, vendor/expense related forms and reports, attachments, budgeting, bank reconciliation or payroll.

This QBOA team member does have access to time forms and reports. NO access to financial reports.

 

Custom access for this QBOA team member.

 

Full Access Level Setting—This team member has access to all areas and tasks in QBOA, as well as all the permissions allowed in the settings above. The only move this team member cannot make is remove the Master admin of QBOA. This team member has access to all of the Your Books file, including Payroll, registers, banking and financial reports. The Full team member is basically a Company admin of QBOA.

 

Only the Master Admin is greater than Company Admin, but not by much.

 

Woody also has a lot of great product videos. He’s also written other articles for StacyK.net.

InvoiceSherpa, the easiest way to manage accounts receivable

InvoiceSherpa, the easiest way to manage accounts receivable

Looking for an easier way to manage accounts receivables? Then you need to check out InvoiceSherpa.com. This app first hit my radar a few years ago, when I met the founder, Shaun Clark, at the California Accounting Show. Hands down, I think InvoiceSherpa.com is the easiest way to manage accounts receivables, and I’ll give you 4 examples. 

One great feature that I want to point out is the Customer Portal. This is a way for your customers to “view, pay and ask questions about all of their invoices”. One question I get often about QBO is whether customers are able to pay more than one invoice using the QBO Invoice Portal… and the answer is no. InvoiceSherpa.com’s Customer Portal DOES allow for this!

 

Manage Accounts Receivable with InvoiceSherpa.com

InvoiceSherpa.com’s customer portal

 

Here are 4 examples of industries that could benefit from using InvoiceSherpa.com to manage accounts receivables.

 

Consultant – We have a number of clients that do various types of consulting work, and the one thing they all have in common is having to chase down their money. Here’s how they’re using InvoiceSherpa.com to manage accounts receivables.

Before the invoice is due, you can let the client know they have an invoice, as well as schedule reminders a few days before it’s due (using email and/or text). You can also send them an automated thank you when they pay!

Manage Accounts Receivable with InvoiceSherpa.com

Use InvoiceSherpa.com to automate how invoices are sent and reminding your customers about upcoming due dates

 

With reminders, you can ALSO gently nudge them (as many times as they need it) if their invoice(s) becomes past due, and even schedule reminder phone calls!

Using InvoiceSherpa.com to manage accounts receivable

Schedule email or text reminders to clients or internal team members, and schedule reminder phone calls too!

 

InvoiceSherpa.com makes it easy to manage accounts receivables.

 

Property Management – Automate late fees. As a former landlord, I could set up recurring sales receipts to charge their debit/credit card or draft their bank account, if my tenants agreed to that. If they didn’t, I could still have their invoice automatically sent. What I couldn’t do, however, was automate any late fees once they 10th of the month rolled around. When using InvoiceSherpa.com to manage accounts receivables, late fees are a snap!

The late fees are calculated based on your criteria (you can have multiple late fees, based on percentage or flat fee), and they’re added to the corresponding invoice:

Using InvoiceSherpa.com to manage accounts receivable

InvoiceSherpa.com adds late fees to the appropriate invoice in QBO

 

 

Home Appraiser – I love the customer portal for this industry; whomever has ordered the appraiser (often an appraisal management company) has one central site in which to login, view and pay all of an appraiser’s invoices. 

Using InvoiceSherpa.com to manage accounts receivable

Customers get an invite, and have one central location to view & pay all of their invoices

 

 

Medical Provider – We have a couple of medical provider clients at Kildal Services that don’t accept insurance – they’re cash only, and they often get asked by patients for payment plans. While you can do it in QBO with recurring transactions, it’s SO MUCH EASIER with InvoiceSherpa.com.

Using InvoiceSherpa.com to manage accounts receivable

InvoiceSherpa.com helps you manage accounts receivables with easy to create payment plans

 

So there you have it – 4 great reasons to use InvoiceSherpa.com to manage accounts receivables. To learn more, you can check out the QBOShow.com interview with founder, Shaun Clark here. Better yet, just go to apps.com and give it a try – free for 30 days!

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