WIP Reports (What the tool will do)

The WIP Reports for QuickBooks® Accounting Software, developed by Big Red Consulting, was designed to create one comprehensive report for unbilled time, costs and items for ease of review prior to invoicing.  QuickBooks will permit unbilled time reports or unbilled costs and item reports, but not combined.  In addition, the time reports are only by hours, not by dollars.  The WIP Reports add in for Excel solves all these problems while adding the flexibility for mark ups and mark downs.

The tool works with Excel 97, 2000, and XP for Windows.  It is accessed from within Excel using menus it creates.  It does not change Excel in any way, it only adds to the functionality.

One of the major advantages of the tool is that is not version specific (although QuickBooks 99 or higher is recommended).  The reports are created in QuickBooks then manipulated in Excel using the tool.

How to obtain the tool

The tool is a downloadable product that can be obtained by clicking on the following links:

For the free trial version that permits a limited number of transactions:
http://www.4luvofbiz.com/product.php?productid=326&cat=3&page=2

For the fully functioning version: http://www.4luvofbiz.com/product.php?productid=326&cat=3&page=2

Multiple seat copies are also available.

Once you add the product to the cart, view the cart, and proceed to the checkout, an e-mail with the link to download the product will be received.

1. Download the zip file to your local machine keeping track of where it has been saved.
2. Unzip the file and pay attention to where the file is located.  WinZip or StuffIt Expander is required to unzip the zip file. Both programs are available for free in Mac and PC formats. PC Users: To download a free evaluation version of WinZip 8.1, go to: http://www.winzip.com/ddchomea.htm
   Mac Users: To download a free version of StuffIt Expander, go to: http://www.stuffit.com/expander/index.html
3. Open Excel
4. Choose Tools > Add Ins
5. Browse to find the file
6. Click on OK then OK again.  You should now see an additional pull down menu option across the top of Excel.

How to use the tool

Step 1 – Complete the work as needed in QuickBooks

Enter the time sheets for all employees and vendors.  Enter cost and item expenditures being careful to assign each transaction to the appropriate customer:job.

Step 2 – Export the lists

Choose File >Utilities > Export.  Place a check mark in the box to the left of the customer and item lists.  Pay attention to where the file is saved.

Note: Both the lists should be in one file to work properly with the tool.

Step 3 – Create a the two reports

To create the first report, choose Reports > Jobs & Time > Time by Job Detail.  This report will be of all the time that has been entered.  This report should be modified to include all columns on the report.  Also, filter the time for the billing status of unbilled only.  The date range should be All to include any time that has not been billed even if it is old.  Memorize this report to make it easier to use in the future. 

To create the second report, choose Reports > Jobs & Time > Unbilled Costs by Job.  This report will be of all the cost data that has been entered and not billed yet.  This report should be modified to include the name and item columns on the report.  The date range, by default, should be All to include any time that has not been billed even if it is old.  Memorize this report to make it easier to use in the future.

Step 4 – Transfer for Excel

Make sure Excel is open first then for each report click on the Excel button for the report in QuickBooks.  This will automatically transfer the report into Excel for use with the tool.  It is not required that you save the file at this point, although you may choose to save it if you wish. 

Note: There are advanced options that can be set to control how the data appears in Excel.  Confirm the choice is set to send header to page set up.  You can also modify the settings to turn off space between columns, auto-filtering, etc.

Step 5 – Use the Tool

1. From within Excel, click on the menu pull down labeled "WIP Reports for QuickBooks" then choose Create Custom WIP Report. 

2. Complete the form to designate where the information is.

3. Click on Create Report.

4. Save, modify, or print the report as needed.

Step 6 – Use the Report

Armed with this report, it is quite easy to see what needs to be invoiced.  Using the Mark Up/Down column permits adjusting the invoice as needed.  This can be a valuable tool for approval of invoices before they are created in QuickBooks.  It can also be used as the basis for the journal entry to record WIP accrual entries when needed for accounting purposes.

More information on this topic

Time and Billing Reports