Recording a SharePoint Project Bill in QuickBooks

After sending out the bill discussed in Preparing a Customer Bill from SharePoint, we need to record the receivable in QuickBooks. Below I’ve used a one-line entry in a QuickBooks Invoice to record the bill. Payments received from Jim’s Family Store are applied against the invoice in QuickBooks. An alternative could be to enter the amounts by item that correspond to each task. See my post Exporting Task Lists to QuickBooks on how this is accomplished.

Preparing a Customer Bill from SharePoint

The post “Project Task Plan Billing Using SharePoint” discusses how a project/job manager can set the project’s monthly billing based the hours charged to the project. The Excel spreadsheet referenced in that post, has all the data to be included in the monthly billing. Based on that data, we can easily produce a spreadsheet similar to the one below to send to the customer. This example is for the billing period April 1, 2016 to April 30,2016. The previous billed amounts were for the month of March.

We can then attach the spreadsheet to a word cover letter or even embed the spreadsheet in the Word document. A simple example is presented below. You can use Excel and Word’s rich features to develop a bill to meet your specific needs. This cannot be done in QuickBooks.

Additionally, you can establish a SharePoint folder in Service Delivery subsite’s document library to keep Jim’s bill and other relevant project documents.

Project Task Plan Billing Using SharePoint

We setup a task plan for the Jim’s Family Store Irrigation Plan, discussed how we could post time against the project and view those timesheet charges. So let’s stay on the path on not yet posting to QuickBooks and discuss how we use SharePoint for billing the project. Below is a SharePoint Datasheet View of the project timesheet list. It contains the following columns:

  • Task:Title. These are tasks that so far received timesheet charges.
  • Timesheet Year Month. This column later allows summing the hours by month.
  • Timesheet Date. The dates the hours are charged against the task. In this illustration, I want to make the billing decisions by day and this is why task 2.0 “Determine irrigation requirements” is displayed on three rows of the view. I could have gotten more finite and also summarized by employee.
  • Timesheet Hours. The total hours charged on that date.
  • Non – Billable Work. These are hours that are not to be billed to Jim but incurred on the project (e.g. training time).
  • To Be Billed Work. Hours that are to be billed in March.
  • Not Yet Billed. Hours to be billed at a later date.
  • Project Rate. The rate associated with the task. This is for informational purposes.

The project/job manager completes the Non-Billable and To Be Billed columns of the datasheet to compute the actual billing. The Not Yet Billed column is a computed columns. This datasheet view is also exported and linked to Excel. The two pivot tables shown below the view are based on the export and show Actual Work to Budget and Actual Billed Amount to Budget. They are embedded in the billing view web page so the budget impact of the billing is available to the project manager as they enter the hours.

If the decision was not to develop the billing by date but rather by month, the Non-Billable, To Be Billed and Not Yet Billed columns would have been added to the Excel spreadsheet and not contained in the datasheet view. The pivot tables would still present the same data the project manager entered the hours.