How To Track Time In QuickBooks Pro

Our unbiased reviews and content are supported in part by affiliate partnerships. Learn more.

How To Track Time In QuickBooks Pro

There are a lot of great time tracking applications in the world, but one of the best things about QuickBooks Pro is that you can do all of your time tracking directly within the software. No more confusing Excel sheets, lost paystubs, or expensive third-party integrations!

We’ll teach you how to track time and create timesheets using your QuickBooks Pro software in a few easy-to-follow steps.

Before you keep reading, make sure all of your employees, customers, and projects are properly added into QuickBooks. Take a look at these posts to learn how…

…or jump straight into time tracking with these step by step instructions.

Table of Contents

Enter Time

To enter time into QuickBooks Pro, begin by going to Customers>Enter Time>Time/Enter Single Activity.

Step 1: Choose Date

Choose the date for the hours you wish to track using the drop-down calendar.

How To Track Time In QuickBooks Pro

Step 2: Select Employee

Select the proper employee for the hours worked.

How To Track Time In QuickBooks Pro

When you click on an employee, you’ll receive this popup message.

How To Track Time In QuickBooks Pro

Click “Yes” if you want the hours you enter to automatically be added to your employee’s payroll timesheet.

Step 3: Select Customer Or Job

Use the drop-down menu to select the customer or job attached to these hours.

How To Track Time In QuickBooks Pro

Step 4: Choose Service Item

Use the drop-down menu to select the service item performed for your customer or job during these hours. If you haven’t added any services yet, read our How To Add Items In QuickBooks Pro post where we cover how to add service items.

How To Track Time In QuickBooks Pro

Step 5: Choose Payroll Item

Select a payroll item. If you haven’t created payroll items yet, refer to our How To Add An Employee In QuickBooks Pro post where we cover payroll items in detail.

The payroll selections available will depend on how your company is set up, but here are the payroll items we had to choose from as an example:

  • Contractor rate
  • Holiday overtime
  • Hourly overtime
  • Hourly rate
  • Starting hourly rate

How To Track Time In QuickBooks Pro

Step 6: Enter Time

To enter time, you can manually type in the amount of time worked, or you can use the built-in timer to track your hours while you’re working.

Step 7: Add Notes (Optional)

You and your employees can add optional notes about the hours worked.

How To Track Time In QuickBooks Pro

Step 8: Mark As Billable

Mark whether the hours are billable or unbillable using the box in the top right-hand corner.

How To Track Time In QuickBooks Pro

Step 9: Save Time Entry

To record your time, click “Save & Close.” Click “Save & New” if you’re planning on making another time entry.

How To Track Time In QuickBooks Pro

Create A Timesheet

Step 1: Select Employee

Select the proper employee for the hours worked.

How To Track Time In QuickBooks Pro

Step 2: Choose Work Week

Choose the proper work week dates using the calendar icon.

How To Track Time In QuickBooks Pro

Step 3: Select Customer Or Job

Use the drop-down menu to select the customer or job attached to these hours. If multiple projects are being worked on in a single timesheet, use one line per each customer or project.

How To Track Time In QuickBooks Pro

Step 4: Choose Service Item

Use the drop-down menu to select the service item performed for your customer or job during these hours. If you haven’t added any services yet, read our How To Add Items In QuickBooks Pro post where we cover how to add service items.

How To Track Time In QuickBooks Pro

Step 5: Choose Payroll Item

Use the drop-down menu to select the service item performed for your customer or job during these hours. If you haven’t added any services yet, read our How To Add Items In QuickBooks Pro post where we cover how to add service items.

How To Track Time In QuickBooks Pro

Step 6: Enter Daily Hours

Enter the hours worked each day of the week. (Use the format 0:00 for entering exact hours and minutes; use the format 0.00 if you want QuickBooks to automatically change a decimal into hours and minutes.)

How To Track Time In QuickBooks Pro

Step 7: Verify Total Hours

QuickBooks automatically totals the hours worked, but be sure to double check that the amount looks correct.

How To Track Time In QuickBooks Pro

Step 8: Mark As Billable

Mark whether the hours are billable or unbillable using the box in the top right-hand corner.

How To Track Time In QuickBooks Pro

Step 9: Save Timesheet

To save your timesheet, click “Save & Close.” Click “Save & New” if you’re planning on adding another timesheet.

How To Track Time In QuickBooks Pro

You can now print timesheets or run multiple time-related reports like Time by Job Summary, Time by job Detail, or Time by Item.

If you have any troubleshooting issues, check out the QuickBooks Community or call QuickBooks directly. If you have any further questions, leave a comment below and we’ll do our best to help you.

Chelsea Krause

Chelsea Krause is a writer, avid reader, and researcher. In addition to loving writing, she became interested in accounting software because of her constant desire to learn something new and understand how things work. When she’s not working or daydreaming about her newest story, she can be found drinking obscene amounts of coffee, reading anything written by C.S. Lewis or Ray Bradbury, kayaking and hiking, or watching The X-Files with her husband.

Chelsea Krause

“”

How To Add Items In QuickBooks Pro

Our unbiased reviews and content are supported in part by affiliate partnerships. Learn more.

How To Add Items In QuickBooks Pro

Before you can move on to the fun of invoicing customers, you need to have products and services to invoice.

We already explained one method of adding items in our How to Import Items Into QuickBooks Pro post, but you can also add items manually.

There are three types of items you can add in QuickBooks: non-inventory items, inventory items, and services. We’ll walk you through how to add each type of item step by step.

Table of Contents

Add Non-Inventory Items

Begin by going to Lists>Items List>Item>New (or you can use the shortcut “Ctrl+N” once you’re on the Items List page).

Step 1: Select Appropriate Item Type

Use the drop-down menu to select “Non-inventory Part.”

How To Add Items in QuickBooks Pro

Step 2: Add An Item Name

Type your item’s name or number.

How To Add Items in QuickBooks Pro

Step 3: Designate Whether It Is A Subitem

If your item is a subitem of another non-inventory part, check the “subitem of” box and use the drop-down menu to select the proper non-inventory part.

How To Add Items in QuickBooks Pro

Step 4: Check The Box If The Item Is Used In Assemblies

If your item is used in assemblies or purchase for a specific job, click check the box.

How To Add Items In QuickBooks Pro

Step 5: Write A Sales Description

Write a sales description. Your customers will see this description on the quotes and estimates you send them.

How To Add Items In QuickBooks Pro

Step 6: Enter Sales Price

Enter the sales price you charge for this item.

How To Add Items In QuickBooks Pro

Step 7: Choose Tax Settings

Use the drop-down menu to select whether your item is taxable or nontaxable.

How To Add Items In QuickBooks Pro

Step 8: Select Income Account

Select a default account where your income will be recorded.

How To Add Items In QuickBooks Pro

Step 9: Save Item

Click the blue “OK” button in the top right-hand corner to save your item, or select “next” if you’re planning on adding another item.

How To Add Items In QuickBooks Pro

Add Inventory Items

Begin by going to Lists>Items List>Item>New (or you can use the shortcut “Ctrl+N” once you’re on the Items List page).

Step 1: Select Appropriate Item Type

Use the drop-down menu to select “Inventory Part.”

How to Add Items In QuickBooks Pro

Step 2: Add An Item Name

Type your item’s name or number.

How To Add Items in QuickBooks Pro

Step 3: Determine Whether It Is A Subitem

If your item is a subitem of another inventory part, check the “subitem of” box and use the drop-down menu to select the proper inventory part.

How To Add Items in QuickBooks Pro

Step 4: Add A Purchases Description

Next, add purchase information starting with a purchases description.

How to Add Items In QuickBooks Pro

Step 5: Enter Purchase Cost

Enter the cost you pay for this inventory item.

How To Add Items In QuickBooks Pro

Step 6: Select COGS Account

Select a default account where your COGS (Cost of Goods Sold) will be recorded.

How To Add Items In QuickBooks Pro

Step 7: Attach A Preferred Vendor (Optional)

If desired, you can select a preferred vendor for your item.

How To Add Items In QuickBooks Pro

Step 8: Write A Sales Description

Write a sales description. Your customers will see this description on the quotes and estimates you send them.

How To Add Items In QuickBooks Pro

Step 9: Enter Sales Price

Enter the sales price you charge for this item.

How To Add Items In QuickBooks Pro

Step 10: Choose Tax Settings

Use the drop-down menu to select whether your item is taxable or nontaxable.

How To Add Items In QuickBooks Pro

Step 11: Select Income Account

Select a default account where your income will be recorded.

How To Add Items In QuickBooks Pro

Step 12: Select Asset Account

Select a default account where your inventory assets will be recorded.

How To Add Items In QuickBooks Pro

Step 13: Set Reorder Point

One of the best parts about QuickBooks inventory feature is that you can set a reorder point for your inventory. The software will send you a low inventory reminder when an item’s count hits the reorder point you set.

How To Add Items In QuickBooks Pro

Step 14: Enter Amount On Hand

Enter the item amount you have on hand.

How To Add Items In QuickBooks Pro

Step 15: Verify Total Value

QuickBooks will automatically calculate the total value of your inventory on hand for a particular item, but double check that the numbers look right before proceeding to the next step.

How To Add Items In QuickBooks Pro

Step 16: Select Inventory Date

Choose the date of your last inventory count (the count that gave you the “amount on hand” data).

How To Add Items In QuickBooks Pro

Step 17: Save Item

Click the blue “OK” button in the top right-hand corner to save your item, or select “next” if you’re planning on adding another item.

How To Add Items In QuickBooks Pro

Add Services

Begin by going to Lists>Items List>Item>New (or you can use the shortcut “Ctrl+N” once you’re on the Items List page).

Step 1: Select Appropriate Item Type

Use the drop-down menu to select “Service.”

How To Add Items In QuickBooks Pro

Step 2: Add An Item Name

Type your service’s name or number.

How To Add Items In QuickBooks Pro

Step 3: Determine Whether It Is A Subitem

If your item is a subitem of another service, check the “subitem of” box and use the drop-down menu to select the proper service item.

How To Add Items In QuickBooks Pro

Step 4: Write A Service Description

Write a description of the service you’re selling. Your customers will see this description on the quotes and estimates you send them.

How To Add Items In QuickBooks Pro

Step 5: Add Service Rate

Enter the rate you charge for this service.

How To Add Items In QuickBooks Pro

Step 6: Choose Tax Settings

Use the drop-down menu to select whether your service item is taxable or nontaxable.

How To Add Items In QuickBooks Pro

Step 7: Select Income Account

Select a default account where your income will be recorded.

How To Add Items In QuickBooks Pro

Step 8: Save Item

Click the blue “OK” button in the top right-hand corner to save your item, or select “next” if you’re planning on adding another item.

How To Add Items In QuickBooks Pro

Once you save your items, you can view them in the Items List and start invoicing customers.

If you have any troubleshooting issues, check out the QuickBooks Community or call QuickBooks directly. If you have any further questions, leave a comment below and we’ll do our best to help you.

Chelsea Krause

Chelsea Krause is a writer, avid reader, and researcher. In addition to loving writing, she became interested in accounting software because of her constant desire to learn something new and understand how things work. When she’s not working or daydreaming about her newest story, she can be found drinking obscene amounts of coffee, reading anything written by C.S. Lewis or Ray Bradbury, kayaking and hiking, or watching The X-Files with her husband.

Chelsea Krause

“”

How To Create Projects In QuickBooks Pro

Our unbiased reviews and content are supported in part by affiliate partnerships. Learn more.

How To Create Projects In QuickBooks Pro

In QuickBooks Pro, creating projects (or “jobs” as QuickBooks calls them) and creating customers go hand in hand.

In this post, we’ll cover how to create a project in seven simple steps. (Be sure to create the customer to whom you want to attach the project first.)

Read our How To Add A Customer In QuickBooks Pro post or our How to Import Customers Into QuickBooks Pro to learn how to add customers, or jump straight into creating projects now.

Table of Contents

Create A Project

To begin, go to Customers>Customer Center.

Step 1: Select Customer

Select the customer for whom you want to create a project or job.

How To Create Projects In QuickBooks Pro

Step 2: Go To Job Info

You’ll be taken to a screen that looks like this:

How To Create Projects In QuickBooks Pro

Click on the fifth tab in the bottom left-hand corner. It should read “Job Info.”

Step 3: Enter A Job Description

Add a job description for the project attached to your customer.

How To Create Projects In QuickBooks Pro

Step 4: Choose A Job Type

Choose whether this job is commercial or residential.

How To Create Projects In QuickBooks Pro

Step 5: Set A Job Status

Set a current status for this project. You can choose between:

  • None
  • Pending
  • Awarded
  • In progress
  • Closed
  • Not awarded

How To Create Projects In QuickBooks Pro

Step 6: Mark The Start Date, Projected End Date & End Date

Use the calendars to set a project start date, projected end date, and end date (if available).

How To Create Projects In QuickBooks Pro

Step 7: Save Job

Click the blue “OK” button at the bottom of the screen to save your job.

How to Create Projects in QuickBooks Pro

Now that your job is successfully saved, you can look at the progress of your projects by running some of the many job reports QuickBooks offers. You can run reports like Profit & Loss by Job, Job Profitability Summary, Unbilled Costs by Job, Customer Balance Detail by Open Balances, and more.

To learn more about running reports, keep your eyes open for the next installments of our QuickBooks Desktop Pro 101 Series.

You can also begin creating estimates and invoices from the job you just created.

For troubleshooting issues, check out the QuickBooks Community or call QuickBooks directly. If you have any further questions, leave a comment below and we’ll do our best to help you.

Chelsea Krause

Chelsea Krause is a writer, avid reader, and researcher. In addition to loving writing, she became interested in accounting software because of her constant desire to learn something new and understand how things work. When she’s not working or daydreaming about her newest story, she can be found drinking obscene amounts of coffee, reading anything written by C.S. Lewis or Ray Bradbury, kayaking and hiking, or watching The X-Files with her husband.

Chelsea Krause

“”

How To Add Employees In QuickBooks Pro

Our unbiased reviews and content are supported in part by affiliate partnerships. Learn more.

How To Add Employees in QuickBooks

Most businesses aren’t one-man shows. Odds are, you have a team of people who make running your business possible. But there’s more to having employees than meets the eye.

Employees mean tax obligations, payroll schedules, and much more. That’s why we’re going to walk you through how to properly add employees into QuickBooks Pro, how to save important employee tax information, and how to set payroll defaults for your employees. Depending on the number of employees you have, this process can take quite a bit of time, but we’ll walk you through step by step to make everything as easy as possible.

To begin, go to Employees>Employee Center>Add Employee…

Employee information is divided into four sections: Personal, Address & Contact, Payroll Information, and Employment Information.

Table of Contents

Personal

1. Enter Employee’s Legal Name

Type your employee’s legal last name.

How To Add Employees In QuickBooks Pro

2. Edit Print Settings

Choose how you want your employee’s name printed on checks.

How To Add Employees In QuickBooks Pro

3. Input Employee’s Social Security Number

Type your employee’s social security number using this format: XXX XX XXXX.

How To Add Employees In QuickBooks Pro

4. Select Employee’s Gender

Use the drop-down menu to select your employee’s gender.

How To Add Employees In QuickBooks Pro

5. Record Employee’s Date of Birth

Use the drop-down calendar to select your employee’s date of birth.

How To Add Employees In QuickBooks Pro

6. Select Employee’s Marital Status

Select your employee’s marital status. The options include:

  • Married
  • Single
  • Divorced
  • Separated
  • Widowed
  • Domestic Partner

How To Add Employees In QuickBooks Pro

7. Mark Employee’s Citizenship

Select whether or not your employee is a US citizen using the drop-down menu.

How To Add Employees In QuickBooks Pro

8. Select Employee’s Ethnicity

Use the drop-down menu to select your employee’s ethnicity. Choose from:

  • Amercian Indian | Alaska Native
  • Asian
  • Black | African American
  • Hawaiian | Pacific Islander
  • Hispanic | Latino
  • White
  • Two or more races

How To Add Employees In QuickBooks Pro

9. Enter Any Disability Information (If Applicable)

Enter information regarding any employee disabilities. Use the drop-down menu to indicate if the employee is disabled.

How To Add Employees In QuickBooks Pro

If “Yes” is selected, you can add any additional information using the disability description line.

How To Add Employees In QuickBooks Pro

10. Add I-9 Information

If your employee is not a US citizen, mark whether there is an I-9 form on file for that employee using the drop-down menu.

How To Add Employees In QuickBooks Pro

Also, select the date their work authorization expires using the drop-down calendar.

How To Add Employees In QuickBooks Pro

11. Mark Employee’s Military Status

Use the drop-down menu to select whether or not your employee is a US veteran.

How To Add Employees In QuickBooks Pro

If you selected yes, mark their military status as active or reserve.

How To Add Employees In QuickBooks Pro

12. Enable Payroll (Optional)

At this point, you can enable payroll if desired. This feature comes at an additional cost. Click the blue “turn on payroll” link to be taken to QuickBooks Payroll page.

How To Add Employees In QuickBooks Pro

Select the pricing plan and follow QuickBooks’ Get Started With Payroll guide to set up your payroll.

Address & Contact

13. Enter Employee’s Address

Add your employee’s address information.

How To Add Employees In QuickBooks Pro

14. Insert Employee’s Phone Number

Type in your employee’s main phone number.

How To Add Employees In QuickBooks Pro

15. Add Employee’s Email

Enter your employee’s main email.

How To Add Employees In QuickBooks Pro

16. Record Employee Details

Use the drop-down menus to save six fields of employee details, including:

  • Work phone
  • Home phone
  • Mobile
  • phone
  • mobile
  • Fax
  • Alt Fax
  • CC Email
  • Alt Email 1
  • Alt Email 2
  • Website
  • LinkedIn
  • Facebook
  • Twitter
  • URL 1
  • URL 2
  • URL 3
  • URL 4
  • Skype ID
  • Other 1
  • Other 2
  • Other 3

How To Add Employees In QuickBooks Pro

17. Enter Emergency Contacts

Add a primary and secondary emergency contact for your employees. Include the emergency contact’s name, phone number, and relation.

How To Add Employees In QuickBooks Pro

18. Add Employee ID

Add your employee’s account number or employee ID if applicable.

How To Add Employees In QuickBooks Pro

19. Create Custom Fields

You can create a custom field for your employee. Click the “Define Fields” button in the bottom right-hand corner of the screen. Then write a label for your custom field and select whether that custom field applies to contact, vendors, or employees.

How to Add Employees in QuickBooks Pro

Payroll Information

20. Create Payroll Schedule

If desired, create a payroll schedule for your employee. According to QuickBooks, “Payroll schedules allow you to group employees who have the same pay frequency in whichever way that helps make your payroll runs convenient and hassle-free.”

To create a payroll schedule, go to Payroll Schedule>Add New. You’ll be taken to the screen below, where you’ll be prompted to tell the software what you want to name the payroll schedule, how often your employees get paid, the pay period end date, and the date that should appear on paychecks for the pay period.

How To Add Employees In QuickBooks Pro

Once all of the information looks right, click the blue “OK” button in the bottom right-hand corner of the screen.

21. Select Pay Frequency

Select how often you pay your employees. You can choose from:

  • Daily
  • Weekly
  • Biweekly
  • Semimonthly
  • Monthly
  • Quarterly
  • Annually

How To Add Employees In QuickBooks Pro

22. Enable Direct Deposit

If you are set up for QuickBooks payroll, you can create direct deposit for your employees. SImply click on the “Direct deposit” button in the top right-hand corner of the screen and follow QuickBooks’ Direct Deposit: Setting Up Employees post for further instructions.

How To Add Employees In QuickBooks Pro

23. Add Tax Information

Next, you’ll need to add your employee’s tax information. This step may require the assistance of your accountant or tax professional. Click on the tax button in the top right-hand corner.

How To Add Employees In QuickBooks Pro

Federal Taxes

Employee taxes are divided into three sections: federal, state, and other. For the federal tax section, first, select your employee’s filing status.

Then note any allowances your employee claims.

Next, enter any extra withholding value.

If your employee is subject to Medicare, social security, advance earned income credit, or federal unemployment tax (or any combination of the four), make sure the appropriate boxes are clicked. Don’t click “OK” quite yet.

How To Add Employees In QuickBooks Pro

State Taxes

Next click on the “State” tax tab. Select the state your employee works in.

Certain additional criteria may pop up depending on the state you collect. For example, when we selected California, an SUI (State Unemployment Insurance) and an SDI (State Disability Insurance) box popped up. If your employee qualifies for these, make sure the appropriate boxes are clicked. (Selections vary by state).

Select a state subject to withholding, if applicable.

Add any miscellaneous data and/or previous state data. Don’t click “OK” quite yet.

How To Add Employees In QuickBooks Pro

Other Taxes

Add any other taxes if needed. If you don’t have any other taxes to add, you can finally click the blue “OK” button in the top right-hand corner. If you do, go the “Other” tab and click on Item>Add New.

The actual process for adding other taxes is a bit lengthy, but we’ll explain it step by step to make the process as easy as possible.

Choose your tax from the “Other tax” drop-down menu. If you don’t see your tax, create a “User-Defined Tax.”

How To Add Employees in QuickBooks Pro

Choose whether you pay the tax or your employee pays the tax. Then click “Next.”

How To Add Employees in QuickBooks Pro

Enter a name for your tax. Then click “next.”

How To Add Employees in QuickBooks Pro

Use the drop-down menu to select the name of the associated tax agency.

How To Add Employees in QuickBooks Pro

Add the number by which that tax agency identifies you.

How To Add Employees in QuickBooks Pro

Select the liability account to which you want this tax attached. Then click “Next.”

How To Add Employees in QuickBooks Pro

Next, select a tax tracking type from the drop-down menu. (According to QuickBooks, “The tax tracking type determines how the payroll item appears on tax forms.”) Then click “Next.”

How To Add Employees in QuickBooks Pro

Choose whether the tax is calculated based on quantity, hours, or neither. Then click “Next.”

How To Add Employees in QuickBooks Pro

Set a default rate and limit. Use the drop-down menu to select a limit type as well. You can choose from:

  • Annual — restart each year
  • Monthly — restart each month
  • One-time

Then click “Next.”

How To Add Employees in QuickBooks Pro

Check the boxes next to items that “increase wages for this tax.” Then click “Next.”

How To Add Employees in QuickBooks Pro

Check the boxes next to items that “reduce wages for this tax.” Then you can finally click “Finish.”

How To Add Employees in QuickBooks Pro

Repeat these steps until all other taxes are added into QuickBooks correctly.

24. Set Sick/Vacation Days Policies

Enter the proper amount of sick days and vacation days allotted to your employee. Begin by click on the “Sick/Vacation…” button in the top right-hand corner.

How To Add Employees In QuickBooks Pro

For sick days, you’ll need to add the number of hours available as of the day you began using QuickBooks.

How To Add Employees in QuickBooks Pro

Then enter the number of hours that have been used so far this year.

How To Add Employees in QuickBooks Pro

Choose an accrual period. This dictates when your employees get paid for the sick days. Choose from:

  • Beginning of the year (i.e. the first paycheck in January)
  • Every paycheck
  • Every hour on paycheck

Depending on which option you select, you’ll be asked to enter the hours accrued at the beginning of the year, the hours accrued per paycheck, or the hours accrued per hour paid.

How To Add Employees in QuickBooks Pro

Enter the maximum number of sick day hours available to that employee.

How To Add Employees in QuickBooks Pro

If your employee’s sick pay hours reset each year, check the box.

How To Add Employees in QuickBooks Pro

Tell QuickBooks what day your business year begins on so it can accurately track the sick days.

How To Add Employees in QuickBooks Pro

Tell QuickBooks which day to begin accruing sick pay using the drop-down menu.

How To Add Employees in QuickBooks Pro

Before you click the “OK” button, be sure to add your employee’s vacation days.

For vacation days, follow the same steps you used for adding sick days. When all of the information looks correct, click the blue “OK” button in the top right-hand corner.

How To Add Employees in QuickBooks Pro

25. Choose Employee Pay Rate

Much like adding “Other Taxes,” adding employee earnings can take a bit of time, but we’ll walk you through the whole process step by step, so you can start recording the proper pay rates for your employees.

First, click on Item Name>Add New. Select the type of payroll item you’re adding. Choose from:

  • Hourly wages
  • Annual salary
  • Commission
  • Bonus

Then click “Next.”

How To Add Employees In QuickBooks Pro

Choose whether the item you’re creating is for:

  • Regular pay
  • Overtime pay
  • Sick pay
  • Vacation pay

Then click “Next.”

How To Add Employees In QuickBooks Pro

Enter a name for the payroll item. Then click “Next.”

How To Add Employees In QuickBooks Pro

Select the expense account you want to be attached to this payroll item.

How To Add Employees In QuickBooks Pro

Then click “Finish.” Repeat as many times as necessary for other pay rates, like overtime, holiday pay, sick pay, and vacation pay. Be sure to manually fill in the hourly/annual rate for each item.

How To Add Employees in QuickBooks Pro

Before you click the blue “OK” button at the bottom of the screen, add all necessary deductions and company contributions.

26. Add Any Deductions Or Company Contributions

The process for entering addition, deductions, and/or company contributions is incredibly similar to adding earnings. You may need the help of your accountant or tax expert to complete this step.

To begin, click on Item Name>Add New. Select the type of payroll item you’re adding. Choose from:

  • Addition (tips, advances, etc.)
  • Deduction (health insurance, retirement plans, social security, flexible spending accounts, HSA plans, etc.)
  • Company Contribution (health insurance, retirement plans, social security, flexible spending accounts, HSA plans, etc.)

Note: According to QuickBooks, the difference between deductions and company contributions is that “the company pays a contribution and the employee pays a deduction.”

How To Add Employees in QuickBooks Pro

Enter a name for the payroll item. You may be asked to “track expenses by job.” Click “Help” to learn if this setting is right for you. Then click “Next.”

How to Add Employees In QuickBooks Pro

Use the drop-down menu to select the name of the associated tax agency.

How To Add Employees in QuickBooks Pro

Add the number that tax agency identifies you by.

How To Add Employees in QuickBooks Pro

Select the liability account and expense account you want this payroll item attached to. Then click “Next.”

How to Add Employees in QuickBooks

Select a tax tracking type from the drop-down menu. (According to QuickBooks, “The tax tracking type determines how the payroll item appears on tax forms.”) Then click “Next.”

How To Add Employees in QuickBooks Pro

QuickBooks will automatically select the taxes that are affected by the tax tracking type you selected. QuickBooks says, “in most cases, you don’t need to change the selections you see here.” We recommend double checking these selections with your accountant or tax professional to be certain.

How To Add Employees In QuickBooks Pro

Choose whether the payroll item is calculated based on quantity, hours, or neither. Then click “Next.”

How To Add Employees in QuickBooks Pro

Set a default rate and limit. Use the drop-down menu to select a limit type as well. You can choose from:

  • Annual — restart each year
  • Monthly — restart each month
  • One-time

How to Add Employees in QuickBooks

Then click “Finish.” Repeat as many times as necessary for other additions, deductions, and contributions. Be sure to manually fill in the amount and limit for each item. Once all of the information looks correct move on to the next step. Everything is smooth sailing from here.

Employment Information

27. Add Hire Dates

Enter your employee’s hire date, original hire date, adjusted service date, and release date (if applicable).

How To Add Employees In QuickBooks Pro

28. Select Employment Type

Choose the proper employee type. Choose from:

  • Regular
  • Officer
  • Statutory
  • Owner

How To Add Employees In QuickBooks Pro

29. Choose Full-Time Or Part-Time

Mark whether your employee is full-time or part-time.

How To Add Employees In QuickBooks Pro

30. Mark Exempt Or Not-Exempt

Choose whether your employee is tax-exempt or non-tax-exempt.

How To Add Employees In QuickBooks Pro

31. Choose Key Employee Status

Here you can mark whether or not this employee is a “key employee.”

How To Add Employees In QuickBooks Pro

32. Write Job Title

Add your employee’s job title.

How To Add Employees In QuickBooks Pro

33. Attach A Supervisor (Optional)

Attach a supervisor to your employee.

How To Add Employees In QuickBooks Pro

34. Select A Department

Select the proper department.

How To Add Employees In QuickBooks Pro

35. Write Description (Optional)

You can choose to write a description for your employee and include it here.

How To Add Employees In QuickBooks Pro

36. Add Target Bonus (Optional)

If you have a target bonus for your employee, you can add it here.

How To Add Employees In QuickBooks Pro

37. Record Any Leave Of Absence Information

Enter any leave of absence information for your employee. First, select the start date, expected return date, and actual return date (if applicable).

How To Add Employees In QuickBooks Pro

Enter the type of leave of absence.

How To Add Employees In QuickBooks Pro

Add an optional description for the leave of absence.

How To Add Employees In QuickBooks Pro

Select whether the leave of absence is paid or unpaid.

How To Add Employees in QuickBooks Pro

38. Enter Termination Details (If Applicable)

If applicable, enter the termination details for your employee. First, add the last day worked, last day of benefits, and last day on payroll.

How To Add Employees In QuickBooks Pro

Add a termination type.

How To Add Employees In QuickBooks Pro

Next, add a termination reason.

How To Add Employees In QuickBooks Pro

Select whether or not you would recommend this employee for a rehire in the future.

How To Add Employees in QuickBooks Pro

Select whether or not you are protesting an unemployment claim.

How To Add Employees In QuickBooks Pro

Select “Yes” or “No” for severance paid and add any additional notes.

How To Add Employees In QuickBooks Pro

39. Save Your Employee

Finally, you can click the blue “OK” button at the bottom of the screen to save your employee.

You can view your employee list or go back to the Employee Center to make sure your employee saved correctly. Repeat this process as many times as needed until all of your employees (and past employees) are successfully added to your QuickBooks account.

If you have any troubleshooting issues, check out the QuickBooks Community or call QuickBooks directly. If you have any further questions, leave a comment below and we’ll do our best to help you.

Chelsea Krause

Chelsea Krause is a writer, avid reader, and researcher. In addition to loving writing, she became interested in accounting software because of her constant desire to learn something new and understand how things work. When she’s not working or daydreaming about her newest story, she can be found drinking obscene amounts of coffee, reading anything written by C.S. Lewis or Ray Bradbury, kayaking and hiking, or watching The X-Files with her husband.

Chelsea Krause

“”

How To Add Vendors In QuickBooks Pro

Our unbiased reviews and content are supported in part by affiliate partnerships. Learn more.

How to Add Vendors in QuickBooks Pro

When you’re setting up your QuickBooks Pro software, it’s easy to remember to add customers (since that’s the bread and butter of your business), but it’s important not to forget about your vendors.

We already explained one method adding vendors in How to Import Vendors Into QuickBooks Pro, but you can also add vendors manually.

If you already read How To Add Customers In QuickBooks Pro, then this process is going to be a piece of cake. If not, don’t worry. We’ve broken everything down into 16 simple steps.

Table of Contents

Create A Vendor

To add a vendor in QuickBooks Pro, begin by going to Vendors>Vendor Center>New Vendor…

Vendor Information is divided into five sections: Address Info, Payment Settings, Tax Settings, Account Settings, and Additional Info. The only required field is Address Information, but we’ll go over the others as well.

Step 1: Enter Vendor’s Name

Type your vendor’s name.

How to Add Vendors in QuickBooks Pro

Step 2: Add An Opening Balance (Optional)

You can add the opening balance you owe your vendors.

How to Add Vendors in QuickBooks Pro

If you add an opening balance, you’ll also need to select an “as of” date. You can click on the blue “How do I determine the opening balance?” link for more details.

How to Add Vendors in QuickBooks Pro

Add Address Information

Step 3: Enter The Company Name

Add your vendor’s company name.

How to Add Vendors in QuickBooks Pro

Step 4: Write Vendor’s Full Name

Enter your vendor’s full name and title.

How to Add Vendors in QuickBooks Pro

Step 5: Add Vendor’s Job Title

Fill in your vendor’s job title.

How to Add Vendors in QuickBooks Pro

Step 6: Record Vendor Details

Use the drop-down menus to save eight fields of vendor details, including:

  • Main Phone
  • Home Phone
  • Work Phone
  • Mobile
  • Alt. Phone
  • Alt. Mobile
  • Main Email
  • CC Email
  • Alt. Email 1
  • Alt. Email 2
  • Website
  • LinkedIn
  • Facebook
  • Twitter
  • URL 1
  • URL 2
  • URL 3
  • URL 4
  • Skype ID
  • Other 1
  • Other 2
  • Other 3

How to Add Vendors in QuickBooks Pro

Step 7: Add A Billing Address

Edit your vendor’s address information.

How to Add Vendors in QuickBooks Pro

Step 8: Add A Shipping Address

If the vendor’s shipping address is the same as their billing address, click “Copy>>.” If not, fill in the proper shipping address now. Then click the blue “OK” button.

How to Add Vendors in QuickBooks Pro

Adjust Payment Settings

Step 9: Add An Account Number

Add an account number for your vendor (if applicable).

How to Add Vendors in QuickBooks Pro

Step 10: Select Default Payment Terms

Select the proper default terms for this particular vendor. You can choose between:

  • 1% 10 Net 30
  • 2% 10 Net 30
  • Consignment
  • Dues on receipt
  • Net 15
  • Net 30
  • Net 60

How to Add Vendors in QuickBooks Pro

Step 11: Edit Print Settings

Choose how you want your vendor’s name printed on checks (in our case, we chose the company name rather than the name of an individual at the company).

How to Add Vendors in QuickBooks Pro

Step 12: Set A Credit Limit

You can set a credit limit if desired.

How to Add Vendors in QuickBooks Pro

Step 13: Set A Billing Rate Level

Much like customer pricing levels, it’s possible to create billing rate levels in QuickBooks. You can add one now or click the blue question mark to learn more about this feature.

How to Add Vendors in QuickBooks Pro

Edit Tax Settings

Step 14: Enter A Vendor Tax ID

If applicable, enter a vendor tax ID. At this time, also mark whether the vendor is eligible for a 1099 tax form (1099’s are used for freelancers and independent contractors).

How to Add Vendors in QuickBooks Pro

Edit Account Settings

Step 15: Attach Vendors Expenses To An Account

Tell QuickBooks where you want vendor bill transactions to be recorded. Choose an expense account from the chart of accounts drop-down menu.

How to Add Vendors in QuickBooks Pro

Add Additional Info

Step 16: Specify A Vendor Type

Use the drop-down menu to note where this customer came from. You can choose:

  • Consultant
  • Service providers
  • Suppliers
  • Supplies
  • Tax agency

How to Add Vendors in QuickBooks Pro

Step 17: Create Custom Fields

You can create a custom field for your vendor. Click the “Define Fields” button in the bottom right-hand corner of the screen. Then write a label for your custom field and select whether that custom field applies to contact, vendors, or employees.

How to Add Vendors in QuickBooks Pro

Step 18: Save The Vendor

Finally, save your vendor by clicking the blue “OK” button on the bottom of the screen.

How to Add Customers in QuickBooks Pro

You can view your vendor list or go back to the Vendor Center to make sure the vendor saved correctly. Repeat this process as many times as needed until all of your vendors are successfully added to your QuickBooks account.

If you have any troubleshooting issues, check out the QuickBooks Community or call QuickBooks directly. If you have any further questions, leave a comment below and we’ll do our best to help you.

Chelsea Krause

Chelsea Krause is a writer, avid reader, and researcher. In addition to loving writing, she became interested in accounting software because of her constant desire to learn something new and understand how things work. When she’s not working or daydreaming about her newest story, she can be found drinking obscene amounts of coffee, reading anything written by C.S. Lewis or Ray Bradbury, kayaking and hiking, or watching The X-Files with her husband.

Chelsea Krause

“”

How To Add Customers In QuickBooks Pro

Our unbiased reviews and content are supported in part by affiliate partnerships. Learn more.

How To Add Customers In QuickBooks Pro

One critical aspect of setting up your QuickBooks Pro accounts is adding contacts. Without contacts, you’ll have no customers to invoice.

We already explained one method of adding customers in our How to Import Customers Into QuickBooks Pro post, but you can also add customers manually.

Follow these simple steps to add customers into QuickBooks.

Table of Contents

Create A Contact

To add a customer in QuickBooks Pro, begin by going to Customers>Customer Center>New Customer.

Customer Information is divided into five sections: Address Info, Payment Settings, Sales Tax Settings, Additional Info, and Job Status. The only section that is truly required is Address Information, but we’ll go over each. We’ve divided this post to reflect these categories for easy navigation.

Step 1: Enter Contact’s Name

Type your contact’s name.

How to Add Customers in QuickBooks Pro

Step 2: Add An Opening Balance (optional)

You can add an opening balance for pre-existing customers.

How to Add Customers in QuickBooks Pro

If you add an opening balance, you’ll also need to select “as of” date. You can click on the blue “How do I determine an opening balance?” link for more details.

How to Add Customers in QuickBooks Pro

Add Address Information

Step 3: Enter The Company Name

Add the company name associated with your contact.

How to Add Customers in QuickBooks Pro

Step 4: Write Contact’s Full Name

Enter your contact’s full name and title.

How to Add Customers in QuickBooks Pro

Step 5: Add Contact’s Job Title

Fill in your contact’s job title.

How to Add Customers in QuickBooks Pro

Step 6: Record Contact Details

Use the drop-down menus to save eight fields of contact details. You can choose to save the following contact information:

  • Main Phone
  • Home Phone
  • Work Phone
  • Mobile
  • Alt. Phone
  • Alt. Mobile
  • Main Email
  • CC Email
  • Alt. Email 1
  • Alt. Email 2
  • Website
  • LinkedIn
  • Facebook
  • Twitter
  • URL 1
  • URL 2
  • URL 3
  • URL 4
  • Skype ID
  • Other 1
  • Other 2
  • Other 3

How to Add Customers in QuickBooks Pro

Step 7: Add A Billing Address

Edit your contact’s address information.

How to Add Customers in QuickBooks Pro

Step 8: Add A Shipping Address

If your contact’s shipping address is the same as their billing address, click “Copy>>.” If not, fill in the proper shipping address now. Then click the blue “OK” button.

How to Add Customers in QuickBooks Pro

Adjust Payment Settings

Step 9: Add An Account Number

Add an account number for your contact (if applicable).

How to Add Customers in QuickBooks Pro

Step 10: Select Default Payment Terms

Select the proper default terms for your customer. These terms will appear on every estimate or invoice you send to your customer (though the defaults can be overridden or changed at any time). You can choose between:

  • 1% 10 Net 30
  • 2% 10 net 30
  • Consignment
  • Dues on Receipt
  • Net 15
  • Net 30
  • Net 60

How to Add Customers in QuickBooks Pro

Step 11: Select A Preferred Delivery Method

Choose a preferred delivery method that will be used when you send estimates and invoices to your contact. You can choose between:

  • Email
  • Mail
  • None

How to Add Customers in QuickBooks Pro

Step 12: Set A Credit Limit

You can set an optional credit limit for your customer if desired.

How to Add Customers in QuickBooks Pro

Step 13: Select A Price Level

QuickBooks allows you to create price levels, which are basically a means of offering custom pricing for customers or jobs. You can add one now or click the blue question mark to learn more about this feature.

How to Add Customers in QuickBooks Pro

Step 14: Record Contact’s Credit Card Information

QuickBooks Pro gives you the option to save a contact’s credit card information if desired. You can add the credit card number, expiration date, name on card, address, and zip code.

How to Add Customers in QuickBooks Pro

Step 15: Enable Payments

You can opt to let your customers pay you via credit card or bank transfer. You’ll need to create a QuickBooks Payments account first. Once you’ve created an account, click the appropriate boxes for how you want your customer to pay (or come back and edit this later).

How to Add Customers in QuickBooks Pro

Edit Sales Tax Settings

Step 16: Include A Customer Tax Code

In order to save a default sales tax rate to your customer, you’ll need to select “Tax” from the Tax Code drop-down menu. If you don’t want to charge sales tax to this customer, select “Non.”

How to Add Customers in QuickBooks Pro

Step 17: Select A Default Sales Tax

Select a default sales tax to charge your customer (you can override the default when creating estimates and invoices).

How to Add Customers in QuickBooks Pro

Step 18: Add A Resale Number

You can choose to add a resale number if you’d like.

How to Add Customers in QuickBooks Pro

Add Additional Info

Step 19: Specify A Customer Type

Use the drop-down menu to note where this customer came from. You can choose:

  • From advertisement
  • Referral
  • Retail
  • Wholesale

How to Add Customers in QuickBooks Pro

Step 20: Link To A Sales Rep

If you want to link this customer to a specific sales representative, choose the appropriate employee using the drop-down menu.

How to Add Customers in QuickBooks Pro

Step 21: Create Custom Fields

You can create a custom field for your contact. Click the “Define Fields” button in the bottom right-hand corner of the screen. Then write a label for your custom field and select whether that custom field applies to contact, vendors, or employees.

How to Add Customers in QuickBooks Pro

Record Job Info

Step 22: Enter A Job Description

Add a job description for the project attached to your customer.

How to Add Customers in QuickBooks Pro

Step 33: Choose A Job Type

Choose whether this job is commercial or residential.

How to Add Customers in QuickBooks Pro

Step 34: Set A Job Status

Set a current status for this project. You can choose between:

  • None
  • Pending
  • Awarded
  • In progress
  • Closed
  • Not awarded

How to Add Customers in QuickBooks Pro

Step 35: Mark The Start Date, Projected End Date, & End Date

Use the calendars to set a project start date, projected end date, and end date (if available).

How to Add Customers in QuickBooks Pro

Step 36: Save The Contact

Finally, you can save your contact by clicking the blue “OK” button on the bottom of the screen.

How to Add Customers in QuickBooks Pro

You can view your customer list or go back to the Customer Center to make sure the customer saved correctly. Repeat this process as many times as needed until all of your customers are successfully added to your QuickBooks account.

If you have any troubleshooting issues, check out the QuickBooks Community or call QuickBooks directly. If you have any further questions, leave a comment below and we’ll do our best to help you.

Chelsea Krause

Chelsea Krause is a writer, avid reader, and researcher. In addition to loving writing, she became interested in accounting software because of her constant desire to learn something new and understand how things work. When she’s not working or daydreaming about her newest story, she can be found drinking obscene amounts of coffee, reading anything written by C.S. Lewis or Ray Bradbury, kayaking and hiking, or watching The X-Files with her husband.

Chelsea Krause

“”

Sales Tax Items VS Sales Tax Groups in QuickBooks Pro

Our unbiased reviews and content are supported in part by affiliate partnerships. Learn more.

Sales Tax Item vs. Sales Tax Rates in QuickBooks Pro

Are you trying to add a sales tax rate to your QuickBooks Pro account but aren’t sure whether to use a sales tax item or sales tax rate? You’ve come to the right place.

Small business sales tax can be straight-up byzantine, and navigating QuickBooks Pro is equally disorienting at times. In this post, we’ll clearly explain the difference between sales tax items and sales tax groups in QuickBooks. We’ll also help you choose which method is right for your business using accounting advice from real CPAs. Because when it comes to small business sales tax, you simply can’t take chances.

Table of Contents

What’s The Difference Between A Sales Tax Item & A Sales Tax Group?

If you’ve read our Small Business Sales Tax Guide, you know that sales tax is a bit confusing–especially when different states, counties, and even cites charge different tax rates. We’ve contacted real CPAs for their expert advice on handling sales tax rates. But first, we’ll define sales tax item and sales tax group.

A sales tax item is a single tax rate; a sales tax group is a collection of individual sales tax rates that are added together to create a single rate.

Here’s an example. Say you are charging sales tax to a customer in King City, California. King City has a city tax of 0.75% and California has a state tax of 7.5%.

If you were to create a sales tax item, you would impose a blanket tax rate of 8.25%.

If you were to create a sales tax group, you would create one sales tax item for King City and another for California. Add 0.75% to 7.5% for a total group sales tax rate of 8.25%.

When Should You Use A Sales Tax Item?

Tiffany Powell, owner of Sapphire Bookkeeping & Accounting Inc, says:

We generally only recommend using a single tax rate when you are paying all parts of your sales tax to one entity.

Ultimately, it comes down to the individual state rules and whether or not the state requires you to report city, county, and state tax separately.

There’s one other case where you may want to use a single sales tax item in QuickBooks. According to Powell:

You can also use a single rate item when you are listing invoices for Resale or Non-taxable so that you can keep track of amounts excluded from sales tax.

Sally Balson of Balson Bookkeeping Company, LLC, gives the same advice to her clients:

I do also caution my clients to know the difference between non-taxable sales and exempt sales.  You can sell to a church, for example, who is exempt from sales tax but the items you sold are taxable items. Most states require you report sales to exempt organizations separate from non-taxable sales. Then also keep track of the sales tax you paid on item you resell or use to manufacture an item for sale. States allow you to deduct this cost from your sales tax obligation, so you are not double taxing the items.

When Should You Use A Sales Tax Group?

While there are cases where you may want to employ a sales tax item, most small businesses will generally use sales tax groups.

Balson says:

If you operate in multiple counties and/or multiple states, then a Sales Tax Group is better. This allows you to track each collection.  Also, the Sales Tax Group allows you to reuse common Sales Tax Items; for example, you operate in 3 counties and 1 city with sales tax but you have to collect state tax for all those locations so you would set up a group with the state item in each group. On the report you will see a line totaling the state tax collected, each county tax collected, and the city tax collected including the amount of sales for each of those locations.

Many states require small businesses to show the separate sales tax collected from each city or county. But this isn’t the only reason to use sales tax groups. Sales tax groups often look cleaner on invoices.

CPA Timothy L. Shore shares:

Using the sales tax item could result in separate line items on an invoice for the state, county and local tax. Therefore,  it is better to use the sales tax group which is used to individually track the separate locales, but the customer only sees one sales tax [rate] on their invoice.

And according to Powell, there is another advantage to sales tax groups:

This is also helpful if a city changes their sales tax rate. You are then able to update just the item rate and it will then automatically update the group rate.

Final Thoughts

Now that you know the difference between sales tax items and sales tax groups, read How to Add Sales Tax Rates In QuickBooks Pro for step by step instructions on adding rates to your QuickBooks account. If you’re still not sure which method is right for your small business, read our Small Business Sales Tax Guide and/or consult your accountant for advice.

Chelsea Krause

Chelsea Krause is a writer, avid reader, and researcher. In addition to loving writing, she became interested in accounting software because of her constant desire to learn something new and understand how things work. When she’s not working or daydreaming about her newest story, she can be found drinking obscene amounts of coffee, reading anything written by C.S. Lewis or Ray Bradbury, kayaking and hiking, or watching The X-Files with her husband.

Chelsea Krause

“”

How To Add Sales Tax Rates In QuickBooks Pro

Our unbiased reviews and content are supported in part by affiliate partnerships. Learn more.

How to Add Sales Tax in QuickBooks Pro

I’m sure you’re probably itching to send your first invoice with your new QuickBooks Pro software, but you can’t accurately charge your customers without sales tax. (And you can’t be on the good side of the government without having accurate sales tax records.)

In QuickBooks Pro, there are two different ways of creating sales tax rates within the software: sales tax items and sales tax groups. We’ll explain how to add both a sales tax item and a sales tax rate step by step.

If you need help deciding whether to use sales tax items or sales tax groups, read our post on Sales Tax Items vs. Sales Tax Groups in QuickBooks Pro, or continue on to learn how to start collecting sales tax in no time.

Table of Contents

Add A Sales Tax Item

Now that you know the difference between sales tax items and groups, we’ll teach you how to create them using your QuickBooks software.

To begin adding a sales tax item, go to Edit>Preferences>Sales Tax>My Customer.

Step 1: Enable Sales Tax

Before you can add a Sales Tax Item, you’ll need to make sure your company is set up to collect sales tax.

QuickBooks Pro will ask you the question, “Do you charge sales tax?” Make sure “Yes” is selected.

Step 2: Add A New Sales Tax Item

Click the “Add sales tax item…” box.

How To Add Sales Tax In QuickBooks Pro

You’ll be taken to a screen that looks like this:

How To Add Sales Tax In QuickBooks Pro

Make sure the “Sales Tax Item” is checked.

Step 3: Create A Sales Tax Name

Create a name for you Sales Tax Item.

How To Add Sales Tax In QuickBooks Pro

Step 4: Write A Sales Tax Description

Customize your sales tax description.

How To Add Sales Tax In QuickBooks Pro

Step 5: Add A Tax Rate

Add the appropriate sales tax percentage rate. If you need help determining what this rate should be, refer to our Small Business Sales Tax Guide.

How To Add Sales Tax In QuickBooks Pro

Step 6: Select The Tax Agency

Use the drop-down menu to select the appropriate sales tax agency. The sales tax agency is the legal entity for which you collect sales tax. If you need help finding the right sales tax agency, refer to our Small Business Sales Tax Guide.

How To Add Sales Tax In QuickBooks Pro

You most likely will need to create a brand new vendor for your tax agency. You can do so by clicking “.” Then, fill in the appropriate information and press “OK” to save your new tax agency.

How To Add Sales Tax In QuickBooks Pro

Step 7: Save Your Sales Tax Item

Click the blue “OK” button to save your sales tax item.

How To Add Sales Tax In QuickBooks Pro

Congratulations! You’ve created your first sales tax item. Repeat the process as many times as needed to get all of your sales tax rates added to QuickBooks.

Add A Sales Tax Group

Before you add a sales tax group, you’ll need to create the individual components of the sales tax group as sales tax items. Follow the “How To Add A Sales Item” instructions.

To begin adding a sales tax group, go to Edit>Preferences>Sales Tax>My Customer.

Step 1Add A New Sales Tax Group

Begin by clicking the “Add sales tax item…”

How To Add Sales Tax In QuickBooks Pro

You’ll be taken to a screen that looks like this:

How To Add Sales Tax In QuickBooks Pro

Click the “Sales Tax Group” option.

Step 2: Create A Group Name Or Number

Create a name for your Sales Tax Group.

How To Add Sales Tax In QuickBooks Pro

Step 3: Write A Description

Customize your sales tax group description.

How To Add Sales Tax In QuickBooks Pro

Step 4: Select The Appropriate Tax Items

Now, you’ll need to add all of the individual Sales Tax Items that make up your combined Sales Tax Group by using the drop-down menu under Tax Item. If you need help determining which rate you need to include, refer to our Small Business Sales Tax Guide.

How To Add Sales Tax In QuickBooks Pro

Step 5: Save Your Sales Tax Group

Click the blue “OK” button to save your sales tax group.

How To Add Sales Tax In QuickBooks Pro

Repeat this process until all of your sales tax rates are successfully created, and you’re in business (literally). Once you’ve added your sales tax rates you can begin creating invoices and running your business!

If you have any troubleshooting issues, check out the QuickBooks Community or call QuickBooks directly. Or, if you want to learn more about sales tax, read our complete Small Business Sales Tax Guide. And as always, if you have any further questions, leave a comment below and we’ll do our best to help you.

Chelsea Krause

Chelsea Krause is a writer, avid reader, and researcher. In addition to loving writing, she became interested in accounting software because of her constant desire to learn something new and understand how things work. When she’s not working or daydreaming about her newest story, she can be found drinking obscene amounts of coffee, reading anything written by C.S. Lewis or Ray Bradbury, kayaking and hiking, or watching The X-Files with her husband.

Chelsea Krause

“”

How To Create An Estimate In QuickBooks Pro

Our unbiased reviews and content are supported in part by affiliate partnerships. Learn more.

How to Create an Estimate in QuickBooks Pro

As a small business owner, you are always looking for new business leads. One of the best parts about QuickBooks Pro is being able to easily send professional estimates to potential clients.

We’ve broken the process down into 13 easy-to-follow steps.

Table of Contents

Create An Estimate

It’s a good idea to customize your estimate templates before you start sending them to clients. If you need help doing this, you can use the same process outlined in our post: How to Customize Invoice Templates In QuickBooks Pro.

Once the template is to your liking, start creating an estimate by going to Customer>Create Estimates.

Step 1: Select A Customer

Begin by selecting the customer you want to send an estimate to from the drop-down menu. If you can’t find the customer, you can click “Small Business Sales Tax Guide.

Step 9: Write A Customer Message

While this field is technically optional, we highly recommend adding a customer message.

QuickBooks makes it easy. You can select one of five preset customer messages using the drop-down menu, or you can click “QuickBooks Community or call QuickBooks directly. If you have any further questions, leave a comment below and we’ll do our best to help you.

Chelsea Krause

Chelsea Krause is a writer, avid reader, and researcher. In addition to loving writing, she became interested in accounting software because of her constant desire to learn something new and understand how things work. When she’s not working or daydreaming about her newest story, she can be found drinking obscene amounts of coffee, reading anything written by C.S. Lewis or Ray Bradbury, kayaking and hiking, or watching The X-Files with her husband.

Chelsea Krause

“”

How To Customize Invoice Templates In QuickBooks Pro

Our unbiased reviews and content are supported in part by affiliate partnerships. Learn more.

How to Customize Invoices in QuickBooks Pro

QuickBooks Pro has many strengths, but invoice template creation just isn’t one of them. And the last thing you want is to send your clients unattractive invoices.

In this post, I’ll teach you how to take your invoices from this…

How to Customize Invoices in QuickBooks Pro

to this…

How to Customize Invoices in QuickBooks Pro

…without having to pay extra for a customized invoice template. Using eight simple steps and a bit of TLC, you can impress your customers with attractive, professional invoices in no time.

Table of Contents

Step 1: Select A Default Template

Choose a default template. QuickBooks gives you four choices:

  • Intuit Packing Slip
  • Intuit Product Invoice Slip
  • Intuit Professional Invoice
  • Intuit Service Invoice

How to Customize Invoices in QuickBooks Pro

Once you’ve made your selection, click the blue “OK” button on the bottom of the screen. You should be taken to a screen that looks like this:

How to Customize Invoices in QuickBooks Pro

There are a ton of invoice customizations available. Most of these steps can be done in any order you please, so we’re just going to make our way down the Basic Customization screen.

To start, if you want to add a business logo, check the “Use logo” box. Then click “Select Logo…”

How to Customize Invoices in QuickBooks Pro

Browse your files to find the appropriate logo. Click on the file, then click “Open.”

How to Customize Invoices in QuickBooks Pro

Step 3: Select A Color Scheme

Select a color scheme using the drop-down menu. You can choose between:

  • Black
  • Gray
  • Maroon
  • Green
  • Beige

How to Customize Invoices in QuickBooks Pro

If you change the color scheme, your invoice will look something like this:

How to Customize Invoices in QuickBooks Pro

Click the “Apply Color Scheme” button to see your color scheme choice in action.

Step 4: Choose A Font

To alter the font, use the scroll bar menu to choose what you want to change.

How to Customize Invoice in QuickBooks Pro

At this point, you can choose specific fonts for these sections (there are further font customizations later):

  • Invoice title
  • Company name
  • Company Address
  • Labels
  • Data
  • Subtotals label
  • Total label

Once you make your selection, click “Change font.” QuickBooks uses the Microsoft Word font bank on your computer to offer font selections. You can change the font, color, and size.

How to Customize Invoices in QuickBooks Pro

Once your font looks right, click the “OK ” button in the top right-hand corner.

Step 5: Display the Appropriate Contact Information

Choose what business contact information you want to appear on your invoices. We recommend including your company name, company address, and phone number (at the very least). Check the boxes next to the information you want to include.

How to Customize Invoices in QuickBooks Pro

You’ll most likely receive a message that says:

How to Customize Invoices in QuickBooks Pro

Don’t worry. We’ll address that in step 7, so you can click “OK” and ignore that message for now.

If you need to update any of the company information included on your invoice, click the “Update Information” button. Enter the proper information and click the blue “OK” button when done.

How to Customize Invoices in QuickBooks Pro

Step 6: Decide What Information To Include

To change what information is and isn’t seen on your invoice, click the “Additional Customizations” button on the bottom of the screen. You’ll be taken to a screen that looks like this:

How to Customize Invoices in QuickBooks Pro

You can customize the invoice header, columns, footer, and print defaults. Simply check the boxes for the information you want to include and change the title if needed. Don’t click the blue “OK” button quite yet (unless you want to save a copy of your progress and continue customizing the invoice later).

Step 7: Customize With Layout Designer

Next, click the “Layout Designer…” button on the bottom of the screen. You should then be taken to a screen that looks like this.

How to Customize Invoices in QuickBooks Pro

Note: The green boxes on the screen indicate envelope windows.

Here’s where the fun begins. In the layout designer, you can change the size and position of all the information on your invoice. When you select a box, you can resize it, drag it to a new location, or click the “Properties” button for more customization options (like fonts, font colors, borders, fill colors, and more).

How to Customize Invoices in QuickBooks Pro

You can add images and backgrounds to your invoices as well. The only thing you can’t customize is the fill colors of certain headers (Item Cost, Description, Price, Amount).

We added color to our invoice and an image which we used as a header. We also rearranged the placement of our data to make it more appealing. We also took time to make the invoice due date and total due clear for customers.

How to Customize Invoices in QuickBooks Pro

Tip: Use the “Copy Format” button at the top of the screen so you don’t have to reenter the same design formatting for every single box.

When you’re done editing your invoice, click the blue “OK” button on the bottom of the screen.

Step 8: Save Your Invoice Template

Take on final look at your invoice preview. If you invoice looks correct, click the blue “OK” button.

You’ve officially customized your invoices; now you can start sending them and getting paid! Follow these same eight steps to customize your estimate templates (simply go to List>Templates to find your estimate templates).

Keep watching our QuickBooks Desktop Pro 101 Series for more tips, including how to send invoices and estimates.

If you have any troubleshooting issues, check out the QuickBooks Community or call QuickBooks directly. If you have any further questions, leave a comment below and we’ll do our best to help you.

Chelsea Krause

Chelsea Krause is a writer, avid reader, and researcher. In addition to loving writing, she became interested in accounting software because of her constant desire to learn something new and understand how things work. When she’s not working or daydreaming about her newest story, she can be found drinking obscene amounts of coffee, reading anything written by C.S. Lewis or Ray Bradbury, kayaking and hiking, or watching The X-Files with her husband.

Chelsea Krause

“”