The Jobs, Time & Mileage reports are for businesses that work by the job: contractors, trades, consultants and anyone who tracks what each piece of work cost, what it earned, how many hours went into it, and how far people drove for it. They answer is this job making money, what have we done that we have not billed yet, and who worked on what?
Open them from Reports ▸ Jobs, Time & Mileage, or from the Jobs, Time & Mileage category in the Report Centre. How to set dates, drill down and print is the same for every report: see Running a report and Drilling down from a report.
Which report do I want?
| Question | Report |
|---|---|
| Is each job making money? | Job Profitability Summary |
| What did a job earn and cost, account by account? | Job Profitability Detail |
| Is each job running over its budget or estimate? | Job Estimates vs. Actuals Summary |
| What time and costs have we not billed yet? | Unbilled Costs by Job |
| How many hours went into each job, and by whom? | Time by Job Summary |
| How many hours did each person work, on which jobs? | Time by Name |
| How far was each vehicle driven, and what is it worth? | Mileage by Vehicle Summary |
| Which billable trips belong to each job? | Mileage by Job Summary |
Where the figures come from
- Jobs are set up for a customer (see Jobs). A job is shown as Customer:Job, for example Harbour Dental:Renovation.
- Revenue and cost by job come from the books: every income and expense posting that carries a job, from invoices, bills, expenses and journal entries where you chose the job. Cost includes cost of goods sold and every expense account. Postings with no job are not on the job reports.
- Time is what was entered with Customers ▸ Add Time/Costs (see Add Time/Costs to an invoice). An entry counts as billed once it has been put on an invoice.
- Mileage is what was entered with Company ▸ Enter Vehicle Mileage… (see Enter Vehicle Mileage). Its value is the distance times the mileage rate in effect on the last day of each trip. A trip marked billable also becomes a cost waiting to be billed to its customer or job.
Job Profitability
Job Profitability Summary
What it answers: for each job, what it cost, what it earned, and the difference: QuickBooks Desktop's Job Profitability Summary.
| Menu | Reports ▸ Jobs, Time & Mileage ▸ Job Profitability Summary |
| Dates | Period |
| Filters | None besides the date |
| Source | The books (income and expense postings that carry a job) |
| Column | What it shows |
|---|---|
| Customer:Job | The job, with its customer. |
| Act. Cost | Expense and cost of goods sold posted to the job in the period. |
| Act. Revenue | Income posted to the job in the period. |
| ($) Diff. | Revenue less cost: the job's profit (negative is a loss). |
Rows and totals: one row per job with any cost or revenue in the period, ordered by customer and job, then TOTAL. With no jobs set up it says No jobs yet — add them under Customers ▸ Jobs.
Drill-down: a job opens the Job Profitability Detail for that job and period.
Related: Profit & Loss by Job shows the same figures as a column per job with every account.
Job Profitability Detail
What it answers: a job's costs and revenue, account by account.
| Menu | Reports ▸ Jobs, Time & Mileage ▸ Job Profitability Detail |
| Dates | Period |
| Filters | None besides the date. Opened from a job on another report, it shows that job only. |
| Source | The books |
| Column | What it shows |
|---|---|
| Account | The account, with its number when it has one (for example 5100 · Subcontractors). |
| Act. Cost | For expense and cost accounts: what was posted to the job. |
| Act. Revenue | For income accounts: what was earned on the job. |
| ($) Diff. | On the job's total line: revenue less cost. |
Rows and totals: a heading per job (Customer:Job), its income accounts first and then its cost accounts, and Total with the job's name showing total cost, total revenue and the difference. Nothing was posted to a job in this period. when there is nothing.
Drill-down: an account opens Transaction Detail by Account for that account and period (see Accountant & Taxes reports).
Job Estimates
Job Estimates vs. Actuals Summary
What it answers: each job's budget and estimates against what actually happened: is it running over?
| Menu | Reports ▸ Jobs, Time & Mileage ▸ Job Estimates vs. Actuals Summary |
| Dates | Period |
| Filters | None besides the date |
| Source | The job's budget, estimates for the job, and the books |
| Column | What it shows |
|---|---|
| Customer:Job | The job. |
| Est. Cost | The job's budget, as entered on the job. |
| Act. Cost | Cost posted to the job in the period. |
| ($) Diff. | Actual cost less estimated cost (positive is over budget). |
| Est. Revenue | The total before tax of the estimates for the job dated in the period. |
| Act. Revenue | Income posted to the job in the period. |
| ($) Diff. | Actual revenue less estimated revenue. |
Rows and totals: one row per job with any figure, alphabetical, then TOTAL. The note reads Est. Cost is the job's budget; Est. Revenue is its estimates in this period.
Drill-down: a job opens its Job Profitability Detail for the period.
Job Costs
Unbilled Costs by Job
What it answers: the time and costs recorded for a customer or job and not yet put on an invoice: money you have earned but not billed.
| Menu | Reports ▸ Jobs, Time & Mileage ▸ Unbilled Costs by Job |
| Dates | As of a date (the subtitle reads All unbilled as of …): everything entered on or before it that is still unbilled |
| Filters | None besides the date |
| Source | Time and costs entered for billing |
| Column | What it shows |
|---|---|
| Type | Time, or Cost for anything else (such as a billable expense or a billable trip). |
| Date | When it was entered. |
| Source Name | For time, the person who did the work. |
| Memo | Its description (for a trip, the distance, rate, vehicle and dates). |
| Hours | For time, the hours. |
| Cost | What it cost you, when known. |
| Billable Amount | What it will add to the invoice. |
Rows and totals: a heading per Customer:Job (or No customer), its items in date order, Total with cost and billable amount, then TOTAL.
Drill-down: a cost that came from a bill or expense opens that document.
Related: bill these items from the invoice with Add Time/Costs (see Add Time/Costs to an invoice); once invoiced they leave this report.
Time
Time by Job Summary
What it answers: the hours worked on each job, by person, split into billed and unbilled.
| Menu | Reports ▸ Jobs, Time & Mileage ▸ Time by Job Summary |
| Dates | Period (by the date the time was entered for) |
| Filters | None besides the date |
| Source | Time entries |
| Column | What it shows |
|---|---|
| Customer:Job / Name | The job as a heading; each person who worked on it beneath. |
| Billed Hours | Hours already put on an invoice. |
| Unbilled Hours | Hours not yet invoiced. |
| Total Hours | Both together. |
Rows and totals: a heading per job (or No customer), a line per person (or No name), Total per job and a final TOTAL. No time was entered in this period (Customers ▸ Add Time/Costs). when there is none.
Drill-down: none.
Time by Name
What it answers: the hours each person worked, by job: the same figures as Time by Job Summary, turned the other way round.
| Menu | Reports ▸ Jobs, Time & Mileage ▸ Time by Name |
| Dates | Period |
| Filters | None besides the date |
| Source | Time entries |
Columns: Name / Customer:Job, Billed Hours, Unbilled Hours, Total Hours.
Rows and totals: a heading per person, a line per job they worked on, Total per person and TOTAL.
Drill-down: none.
Related: for hours paid through payroll, see Timesheets.
Mileage
All four mileage reports list trips whose end date falls in the period. Amount is the distance times the mileage rate in effect on the last day of each trip (see Enter Vehicle Mileage). Vehicle mileage is not set up on this server yet. appears if mileage has never been used.
Mileage by Vehicle Summary
What it answers: the distance driven in each vehicle, and its mileage value at the rate in effect.
| Menu | Reports ▸ Jobs, Time & Mileage ▸ Mileage by Vehicle Summary |
| Dates | Period |
| Filters | None besides the date |
| Source | Vehicle mileage entries (all trips, billable or not) |
Columns: Vehicle, Trips, Distance, Amount.
Rows and totals: one row per vehicle (see Vehicle List), then TOTAL.
Drill-down: none; use the Detail report to see each trip.
Mileage by Vehicle Detail
What it answers: every trip, under its vehicle.
| Menu | Reports ▸ Jobs, Time & Mileage ▸ Mileage by Vehicle Detail |
| Dates | Period |
| Filters | None besides the date |
| Source | Vehicle mileage entries |
Columns: Vehicle (the heading), Trip Start, Trip End, Customer:Job (when the trip was for one), Notes, Distance, Amount.
Rows and totals: a heading per vehicle, its trips by end date, Total with the vehicle's name (distance and amount), then TOTAL.
Drill-down: none.
Mileage by Job Summary
What it answers: the billable distance for each customer or job, and what it bills.
| Menu | Reports ▸ Jobs, Time & Mileage ▸ Mileage by Job Summary |
| Dates | Period |
| Filters | None besides the date |
| Source | Vehicle mileage entries marked billable |
Columns: Customer:Job, Trips, Distance, Amount.
Rows and totals: one row per customer or job, then TOTAL. Only trips marked billable are included.
Drill-down: none.
Mileage by Job Detail
What it answers: every billable trip, under its customer or job.
| Menu | Reports ▸ Jobs, Time & Mileage ▸ Mileage by Job Detail |
| Dates | Period |
| Filters | None besides the date |
| Source | Vehicle mileage entries marked billable |
Columns: Customer:Job (the heading), Trip Start, Trip End, Vehicle, Notes, Distance, Amount.
Rows and totals: a heading per customer or job, its billable trips, Total with distance and amount, then TOTAL.
Drill-down: none.
Common problems
| Problem | Cause and fix |
|---|---|
| A job shows no cost although bills were entered for it | The bills were saved without the job. Open each bill, choose the job, save it, then Refresh the report. |
| Jobs are not set up on this server yet. | Job tracking has not been switched on for your company's server. Contact SeroBooks support. |
| Mileage amounts are 0.00 | No mileage rate was in effect on the trips' dates. Enter the rate (see Enter Vehicle Mileage). |
| Hours appear under No name | The time was entered without choosing the person. Correct the entry in Add Time/Costs. |
| Unbilled Costs still lists items I invoiced | They were typed onto the invoice rather than added to it with Add Time/Costs, so they are still waiting to be billed. Add them to an invoice with Add Time/Costs, or remove the entries if they were billed another way. |