Ask the Expert - Invoicing for Bookkeeping Services

Q - I have a small bookkeeping and payroll services business. I would like to use QuickBooks to do my billing. I am using billing rates to track the billable rates of various employees, but when I use the time/cost feature it lists the item separately for each employee. I would like there to be one line on the invoice for all of the bookkeeping services, and one line for the payroll services--no matter how many people worked on the account. I wasn't able to use the group function to my satisfaction. Subtotals would work if I could white out the lines above them. Any suggestions? Submitted by Wendy

A - There are two suggestions I have to offer:

1. Use the items as you have described to track the time, then enter a single line on the invoice for the total and "hide" the time using the time/cost button similar to invoicing for flat fee invoices. 

2. The other solution would be to create an invoice using the time/cost feature as you described with all the detail lines, add a memo in the box all the way at the bottom of the invoice that says bookkeeping services or payroll services, as appropriate. 

QBRA-2006: Customer > Create Invoices > Fill in Invoice > Click on Memo at the bottom

Once both invoices are done, prepare a statement for the client without showing the detail lines.  Below is an example of what it would look like for this customer.

QBRA-2006: Customers > Create Statements > Preview

More information on this topic

Invoices

Statements