DBUG> Quickbooks: Time Keeping Input Methods
Stephen Elbert
quarter hour increments in an 'At a Glance' calendar -- creating a diary of my
day. The individual detail assists clients in understanding the many tasks
performed on their behalf. At the end of each month, I input the hand written
time from the calendar / time log (in 0.25 hr increments) into the QBP time
sheet. This year, I would like to digitize the time entry. Most systems I've
seen on the internaet (including Quicken's) appear to input time in total hours
for the day per taks. If available, I'd like to continue in the 0.25 hr. method.
Does any member know of such software that integrates with QBP? Or, have
alternate, efficient methods?
Thanks in advance.
Stephen Elbert
Principal Architect
Elbert Associates
3620 Mt. Diablo Blvd. :: Suite 200 :: Lafayette, CA 94549
t: 925.299.0111 f: 925.299.0115 e: se...@sbcglobal.net
JAID
Quick Books Pro and above have a timer where you input time in any increment
you wish. I use 6 minute intervals as that is a decimal division of the
hour. At the same time it records whatever is on the clock on one activity
when you move to a new activity or whatever you put into it. You could type
in 1.25678 for example or just 1.25 for your one and a quarter hours. In
preferences you can decide whether entry should be in minutes or in
decimals.
So it is entirely digital and as flexible as you wish to make it. Before
starting you need to set up a list of services or activity items. Ours
follows the progress of a normal architectural work flow and then has a wide
section for supplementary services. At a guess we probably have 6 or 700
activities. These are easily accessible as they are sectioned so that you
start typing what you know and if you want more depth scroll down to the
detailed activity form required. If it is OK to remain wishy washy you can
stay with basic divisions like Schematic Design regardless that the full
range of detailed services lies below.
When it come time to send an invoice as soon as you select the project an
indication that there are time or other recoverable costs comes up and you
can view and or select these or as many of these as you wish for inclusion
into your invoice. You will need to design your invoice form to suit the
amount of detail you wish to take from your recorded information.
In the end, provided you leave the little timer on your desktop operating
all day (and remember to use it compulsively) you will have extremely
detailed records of time which wether or not reflected in detail on the
invoice will be a very attractive record in any dispute.
QuickBooks Timer is an old horse and hasn't changed or changed much for a
decade; there are several things I would like to see it do which it doesn't
but I have tried a number of more sophisticated and a few simpler recorders
finding that this is best for my needs.
Before we took on QuickBooks in the mid/late 90's we did almost exactly the
same thing with a database built in-house. That was a bit more tedious in
entry but vastly better for project analysis. I am sure it would be possible
but I have never gone down the track of taking QB time data and inputing
that back into a database of that nature. Essentially I let that level of
project analysis slip. I touted it (to myself) as the magic which would tell
what types of projects required what types of cost of input (even what staff
worked most productively on what project types, what projects were where in
respect to profitability etc. etc. In the end I spent time looking but never
taking any notice. You do what you have to do and spend what time you have
to spend. Would have been nice if I had learnt to price project types
accordingly though.
Regards
Ian
Fabian Patin
I have been using Outlook Calendar for the recording and tracking of time
spent to the 0.25 hr increment. Time is input by each employee on Outlook.
I can also input my time on my Palm PDA when out of the office in their PDA.
The input includes the job number and moderate description of phase, task,
etc., some by code number. The PDA is automatically synchronized wirelessly
with Outlook using DataViz and Microsoft Exchange.
Outlook calendar is printed using File, Page Setup, and Calendar Detail
Style. The QBP time sheet input is expanded with a more suitable
description for hourly services invoices. Time and descriptions are usually
aggregated into a single QBP line per day. The extra step of inputting
twice is more than justified by the speed and convenience of initial
inputting while customizing the QBP input for the client's informational
needs as well as the firm's time management / job cost control purposes.
Fabian
Fabian A. Patin, Architect, AIA, NCARB
104 Randy Circle | Lafayette, LA 70501
(337) 233-4103 | fpa...@fabianpatin.com
Quickbooks: Time Keeping Input Methods
Historically, I've recorded billable / non-billable time spent on projects
Christopher Blair
such as rich billing method, job phase (EX, SD, DD, CD)
divisions, and lots more.
If I recall it was developed, in part, for architects
among others.
bqe.com
Worth a look.
Stephen Elbert wrote:
Historically, I’ve recorded billable / non-billable time spent on projects in quarter hour increments in an ‘At a Glance’ calendar -- creating a diary of my day. The individual detail assists clients understanding the many tasks performed on their behalf. At the end of each month, I input the hand written time from the calendar / time log (in 0.25 hr increments) into the QBP time sheet. This year, I would like to digitize time entry. Most systems I’ve seen on the internet (including Quicken’s) appear to input time in total hours for the day per task. If available, I’d like to continue the 0.25 hr. method. Does any member know of such software that integrates with QBP? Or, have alternate, efficient methods?
-- Regards, -- Christopher Blair DESIGN+PLANNING 17 Mahaiwe St Ste 2 Great Barrington MA 01230 (v)413.528.4960 (f)801.681.5124 (m)413.329.0618 (e)christoph...@verizon.net