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Creating a Job Cost Report With Hours Worked – QuickBooks Tip

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A QuickBooks tip for creating a job cost report that displays hours worked.

solutionsCreating a job cost report displaying the hours worked by employee, on a specific job or on all jobs,  for a specific week or at the end of a job can provide a contractor with vital job costing information so you can see if you correctly bid the number of man hours required on a job.

Luckily, QuickBooks will provide you with this information through the Time by Job Summary or Time by Job Detail Reports, this article will teach you how to modify the reports for your business needs, however, in order for these reports to be useful you must enter employee hours using the QuickBooks Enter Time function.

The Time by Job Summary Report

  • From the Reports menu
  • Choose Jobs, Time & Mileage
  • Time by Job Summary
  • From the Dates menu, scroll up to select ALL

This initial report will provide you with summarized information about the total number of hours worked for each QuickBooks Item/Cost Code/or section totaled by job.

time by job summary for all jobs

Right click on the image to enlarge it

While this can provide you with useful information, perhaps you would like to filter the report to include the total time spent on a single, completed job, by cost code.

  • Click the Modify Report button at the upper right – above the Dates option
  • From the Modify Report: Time by Job Summary window, click on the Filters tab
  • From the Choose Filter box, click on Customer:Job
  • From the Customer:Job drop down menu (where it currently says All customers/jobs), select Multiple customers/jobs
  • From the Select Customer:Job window, scroll through the list of Customers and Jobs until you see the job that you want and click on it to select it.
modify the time by job summary report

Right click on the image to enlarge it

  • Click the OK button, twice
  • You now have a time summary report for just this single job.

The Time by Job Detail Report

  • From the Reports menu
  • Choose Jobs, Time & Mileage
  • Time by Job Detail Report

This initial report will provide you with detailed information about the total number of hours worked by each employee under each QuickBooks Item/Cost Code/or section; subtotaled by each cost code and totaled by job.

time by job detail report - all jobs

Right click on the image to enlarge it

While this can provide you with useful information, perhaps you would like to filter the report to include the total time spent on a single, completed job, by employee and cost code.

  • Click the Modify Report button at the upper right – above the Dates option
  • On the Dates tab from the Dates drop down menu, scroll up to select All, you can also add or remove columns to display in the report for Payroll Item, Class, Notes and WC Code.
  • Click on the Filters tab
  • From the Choose Filter box, click on Customer:Job
  • From the Customer:Job drop down menu (where it currently says All customers/jobs), select Multiple customers/jobs
  • From the Select Customer:Job window, scroll through the list of Customers and Jobs until you see the job that you want and click on it to select it.
modifying the time by job detail report

Right click on the image to enlarge it

  • Click the OK button, twice
  • You now have a time by job detail report for just this single job.
time by job detail report filtered for a specific job

Right click on the image to enlarge it

These reports will help you to see how accurately you bid your man hours on a job, however, they will NOT include payroll dollars.  You could export the modified time by job detail report to Excel, add a column for Rate (the rate being the hourly wage PLUS the hourly labor burden), add some simple formulas to the spreadsheet and also get the total cost.

NOTE: Always check the Time by Job Detail Report for a No Item Assigned section, hours that appear in this section have been assigned to a job, but not assigned to a QuickBooks item or cost code and this will make your job costing reports inaccurate.

no item assigned

Right click on the image to enlarge it

You can correct the job costing reports by pulling the original hard copy timesheets and double click on each entry (which will take you to the time entry field) and you can assign the correct cost code.  You will also need to go to the paycheck detail and add the cost code there as well.

We highly recommend that you run the Time by Job Detail Report each week after entering employee hours, but BEFORE you issue payroll to make sure that everything has been correctly costed to your jobs.

We hope you’ve found this post helpful – if so please leave a comment.

6 Responses to Creating a Job Cost Report With Hours Worked – QuickBooks Tip

  • There might be a way to get this using Advanced Reporting (which is part of Enterprise) but to be honest, I haven’t tried.

    By design, QuickBooks doesn’t automatically do this – so it’s a work-around – and not very elegant at best. I would definitely always rely on the Time by Job Report for up to date total hours booked/worked on a job. When you generate the Estimate vs Actual Report you can zoom in on the total $ you’ve tagged for labor – if you entered a quantity on the Estimate that number will appear when you zoom in. I’d take advantage of the “Comments on Reports” feature and enter total estimated hours and total booked hours and then update it.

  • Is there a report to show the quantity of hours that were estimated vs. the quantity of hours that were entered into the timesheets? So far I have been unable to find anything on this. We have to run the Time by Job report and then print the estimate to compare the two.
    Thanks,
    Jess

  • Hi Pamela
    Of course it makes sense! Many business owners want to see that as well – here’s a link to a post about creating that very report, which is also right here on our blog – https://blog.sunburstsoftwaresolutions.com/2011/06/20/create-a-quickbooks-job-cost-report-with-hours-payroll-costs%C2%A0/ Maybe you found it when you were poking around???

  • My boss wants to see how much time his employees spend on a job. But instead of just seeing the time he wants it to calculate the time into dollars.
    Does this make sense?

  • Tim
    That is an odd problem – something is transposing as it goes from QuickBooks into Excel.

    Try this – I think it will work and it’s a heck of a lot easier than retyping everything.

    Highlight the cells that have been converted to dates, right click and choose Format Cells -> click Number in the Category window and play around with decimal places. If that one doesn’t work select Text.

    Let me know if this at least helps.

  • Hi Nancy

    When I export labor hour reports from QB 2011 to Excel (Office 2010) the values convert to date/time rather than the hours recorded. I haven’t been able to figure out an excel formula to reconvert the data so am reduced to retyping the values.

    Any hints/suggestions?

    Tim

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About Your Host:

Nancy Smyth, Certified QuickBooks ProAdvisor

Nancy Smyth, Sunburst Software Solutions, Inc.
QuickBooks Construction & Payroll Expert


I've been using and supporting QuickBooks products since the early 1990's. I've worked with thousands of contractors, assisting them with QuickBooks setup, Certified Payroll Reporting requirements, AIA Billing and Weighted-Average Overtime.


QuickBooks is a powerful product, but learning how to use it in your construction business can be difficult. I hope you find resources available here to be helpful.

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