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quickbooks tips

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QuickBooks Tip: How to Calculate Over/Under Billings

You can easily calculate Over/Under Billings and Percent Complete from QuickBooks data IF:
  • You create an Estimate for EVERY job/project
  • You've modified the QuickBooks Estimate Template to include Cost and Markup columns and you utilize those columns when building your Estimate
  • All of your "Items" have been set-up to capture BOTH revenue and costs (double-sided items)
  • You enter ALL job related employee time and vendor costs using double-sided items
  • You create Job Types for Over/Under and Completed (with sub-types for years) and assign them correctly to your jobs
IF all of these things are currently in place in your QuickBooks file, this is how you can create a simple Over/Under Billing Report with Percent Complete WITHOUT hours of manual calculations.  To learn how, read the full blog post.
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QuickBooks Tip – How To Handle Stored Materials and AIA Pay Apps

QuickBooks has no built-in ability to handle stored materials, like many of the more costly construction specific software programs. This causes problems for contractors who need to generate AIA Pay Apps and need to make sure that their books (or accounting data) syncs with their AIA Applications for Payments.

Because the General Contractor allows billing of stored materials on the AIA Payment Application you also need to include the amount of stored materials on your QuickBooks Progress Invoice in order for your accounting records to match your AIA billing records.

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QuickBooks 2013 – Group Item Limit Increase

I’m a big fan of QuickBooks Group Items, I think that they are a HUGE productivity booster – but I’ve always had one gripe – they could only hold 20 items in previous versions of QuickBooks – which meant that you had to create more group items in order to accomplish what you set out to do. This has changed with the release of QuickBooks 2013. With the increased number of items that a group can hold, these item types will be even more powerful.

I often see users on the Intuit QuickBooks User forums asking how they can “memorize” an Estimate to use over and over again – why not create a group item that contains everything that you need to build your estimate?

NOTE: This increase will continue into future versions of QuickBooks from this point forward.

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Weekly Wrap-Up: News You Can Use 6/8-6/14/2012

Weekly wrap-up of news and information from around the web – there’s so much information out there that it’s difficult (at best) to keep up! I’ve added a WordPress plug-in that grabs information from my Twitter stream to help me (and hopefully you as well) keep up with everything. Look for the Weekly Wrap-Up: News You Can Use every Friday. I'll try to be consistent and organize the information into the same categories each week.

See what caught my attention this week in these topics: Accounting & Taxes, eBooks/Webinars/Videos, Payroll/Certified Payroll/Prevailing Wage, QuickBooks, Small Business/Organization/Productivity, Construction, and Social Media/Marketing/Website Design.

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Weekly Wrap-Up: News You Can Use 4/27-5/3/2012

There is so much news and information floating around the web - it's difficult (at best) to keep up! I've added a Wordpress plug in that grabs information from my Twitter stream to help me (and hopefully you as well) keep up with everything. Look for the Weekly Wrap-Up: News You Can Use every Friday. This weeks news includes news about payroll, job costing, videos, accounting/taxes, social media/marketing, accounts payable, quotes, certified payroll/prevailing wage, QuickBooks, organization/productivity, small business, accounts receivable, technology, hiring, Excel, construction, QuickBooks 3rd party applications, and website/blog creation.
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Entering Bills or Checks in QuickBooks – Items vs. Expenses

Your business spends money on a wide variety of things - employee payroll, payroll taxes, office supplies (such as paper and envelopes), utility bills, things that you purchase to resell to others, and goods or services from others are just a few examples. In essence every penny that your business spends is an expense to your business - but how you record the purchase in QuickBooks does make a difference. When entering bills, checks, or even credit card purchases in QuickBooks you have the choice to use an Items or Expenses tab - choosing the Items vs. Expenses tab will depend on what the money being spent was for.
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Weekly Wrap-Up: News You Can Use 4/20-4/26/2012

There is so much news and information floating around the web - it's difficult (at best) to keep up! I've added a Wordpress plug in that grabs information from my Twitter stream to help me (and hopefully you as well) keep up with everything. Look for the Weekly Wrap-Up: News You Can Use every Friday. This weeks news includes news about payroll, job costing, videos, accounting/taxes, social media/marketing, accounts payable, quotes, certified payroll/prevailing wage, QuickBooks, organization/productivity, small business, accounts receivable, technology, hiring, Excel, construction, QuickBooks 3rd party applications, and website/blog creation.
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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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