To create work orders in QuickBooks Desktop, follow these simple steps:
1. Open the QuickBooks software and navigate to the “Customers” menu.
2. Select “Create Work Order” from the drop-down menu.
3. Fill in the necessary details such as the customer’s name, job description, and any specific instructions related to the work order.
4. Choose the desired start and end dates for the job.
5. Specify the items or services required for the work order along with their quantities and rates.
6. If applicable, assign the work order to a particular employee or subcontractor.
7. Add any additional notes or attachments to provide further clarity or details.
8. Save the work order and ensure it is properly assigned to the appropriate customer.
9. Review and verify the work order’s details before sending it to the customer or printing it for your records.
By following these steps, you can efficiently create work orders in QuickBooks Desktop, streamlining your workflow and ensuring clear communication between you and your customers.
Understanding the Work Order Process in QuickBooks Desktop
In QuickBooks Desktop, work orders are used to keep track of services or tasks that need to be performed for a customer. They serve as a way to organize and manage work that needs to be done, ensuring that all necessary steps are completed and recorded.
1. Creating a New Work Order
The first step in the work order process is creating a new work order. To do this, navigate to the Customers menu and select “Create Estimates/Work Orders.” Then, choose “Work Order” from the drop-down menu.
Next, select the customer for whom the work order is being created. You can either select an existing customer from your customer list or create a new customer profile.
After selecting the customer, you will need to add the details of the work order. This includes a description of the work to be performed, the date the work order was created, and any additional notes or instructions.
Once you have filled in all the necessary details, click “Save & Close” to create the work order.
2. Adding Items and Services
- To specify the items or services that need to be included in the work order, click on the “Add Item” button.
- In the item details window, you can either select items from your existing inventory or create new items specifically for the work order.
- Specify the quantity, rate, and any other relevant information for each item or service.
- If you need to add additional items or services, simply click “Add Item” again and repeat the process.
3. Tracking Time and Expenses
When it comes to tracking time and expenses for a work order in QuickBooks Desktop, there are a few different options available.
One option is to manually enter the time and expenses associated with the work order. This can be done by going to the “Time/Enter Single Activity” or “Enter Bills” menu and selecting the appropriate work order.
Alternatively, you can link the work order to a specific project in QuickBooks Desktop. This allows you to track time and expenses related to the project as a whole, rather than individual work orders.
Whichever method you choose, make sure to accurately record all time and expenses associated with the work order to ensure accurate billing and reporting.
4. Printing or Emailing the Work Order
Once the work order is complete and all necessary information has been added, you can choose to print or email a copy of the work order to the customer.
To print the work order, simply click on the “Print” button in the top toolbar and follow the prompts to select your printer and print settings.
If you prefer to email the work order, click on the “Email” button and enter the customer’s email address. QuickBooks Desktop will generate an email with the work order attached as a PDF file.
By providing the customer with a copy of the work order, you can ensure clear communication and keep everyone on the same page regarding the work to be performed.
Setting Up Work Order Templates in QuickBooks Desktop
Creating work order templates in QuickBooks Desktop can streamline your workflow and make it easier to generate work orders for your business. By setting up templates, you can save time and ensure consistency in the information included in each work order. Here’s how to set up work order templates in QuickBooks Desktop:
Step 1: Open the Template List
The first step is to open the Template List in QuickBooks Desktop. To do this, go to the Lists menu and select Template List. This will open the list of existing templates or a blank template if you haven’t set any up yet.
Step 2: Create a New Template
To create a new work order template, click on the Templates menu and select New Template. This will open the Basic Customization window where you can choose the type of template you want to create. For work orders, you can start with the Basic Customization option.
Once you’ve selected the Basic Customization option, you can customize the template to fit your business needs. You can add your company logo, change fonts and colors, and modify the layout of the work order.
Step 3: Customize the Template Fields
After you’ve selected the Basic Customization option, you can customize the fields that will be included in the work order template. To do this, click on the Additional Customization button in the Basic Customization window.
In the Additional Customization window, you can choose which fields you want to include in the work order template. You can add fields such as customer name, job description, date, and any other relevant information. You can also rearrange the order of the fields by dragging and dropping them.
Step 4: Save and Use the Template
Once you’ve customized the template to your liking, click on the OK button to save it. Give the template a name that is easy to remember and identify, such as “Work Order Template.” The template will now be added to your Template List.
To use the work order template, simply select it from the Template drop-down menu when creating a new work order. All the fields and formatting you set up in the template will be automatically applied to the new work order.
Creating work order templates in QuickBooks Desktop can save you time and ensure consistency in your work orders. Follow these steps to set up your own work order templates and streamline your workflow.
3. Creating Work Orders for Product-Based Businesses in QuickBooks Desktop
Work orders are essential for managing and tracking the production process in product-based businesses. QuickBooks Desktop provides a straightforward method for creating and managing work orders. Here’s a step-by-step guide on how to create work orders for product-based businesses in QuickBooks Desktop.
Step 1: Set up the Items
Before creating work orders, you need to ensure that your inventory items are properly set up in QuickBooks Desktop. Go to the “Lists” menu and select “Item List.” Add or edit the items that will be used in the work orders, including their descriptions, prices, and quantities on hand. Ensure that the items are associated with the appropriate income and expense accounts.
Step 2: Enable the Advanced Inventory Feature (if applicable)
If you have the Advanced Inventory feature enabled in QuickBooks Desktop, you can take advantage of additional functionality for managing work orders. To enable this feature, go to the “Edit” menu, select “Preferences,” and choose “Items & Inventory.” Check the box for “Use Advanced Inventory” and click “OK.”
Step 3: Create a New Work Order
To create a new work order in QuickBooks Desktop, navigate to the “Customers” menu and select “Create Sales Orders/Estimates.” Fill in the necessary customer information and select the appropriate sales order template. In the “Item” section, add the items that need to be included in the work order, ensuring that the quantity is specified accurately.
Step 4: Convert the Sales Order into a Work Order
Once the sales order is created, you can convert it into a work order. Right-click on the sales order in the “Sales Orders & Estimates” window and choose “Create Invoice” from the drop-down menu. In the “Create Invoice” window, click on the drop-down arrow next to “Save & Close” and select “Save & New” to create a new work order based on the sales order.
Step 5: Customize the Work Order
The newly created work order will inherit the items and quantities from the sales order. You can customize the work order by adding additional items, adjusting quantities, and providing specific instructions or notes for the production team. Use the provided fields and sections to provide detailed information for each work order.
Step 6: Save and Print the Work Order
Once you have completed customizing the work order, click on the “Save & Close” button to save the work order. If you need to print a physical copy of the work order, go to the “File” menu, select “Print Forms,” and choose “Work Order” from the options. Follow the prompts to customize the print settings and print the work order.
By following these steps, you can easily create work orders for product-based businesses in QuickBooks Desktop. Work orders provide a clear structure for managing and tracking the production process, ensuring efficient operations and effective inventory management.
4. Entering Detailed Information in a Work Order
After creating a work order in QuickBooks Desktop for your service-based business, it’s important to enter all the necessary details to ensure a smooth workflow and accurate record-keeping. Here’s a step-by-step guide on entering detailed information in a work order:
| Field | Description |
|---|---|
| Customer | Select the customer for whom you are creating the work order. This ensures that the work order is associated with the correct customer account. |
| Work Order Date | Enter the date when the work order is issued. This helps in tracking the timeline of the service provided. |
| Work Order Number | Assign a unique identification number to the work order. This makes it easier to search and reference the order in the future. |
| Service Item | Select the specific service item from your item list that corresponds to the type of work being performed. This ensures accurate tracking of the service provided. |
| Description | Provide a detailed description of the work to be performed. Include any specific instructions or requirements from the customer. This helps in communicating the scope of the service to your team. |
| Quantity | Enter the quantity of the service being performed. This can be the number of hours, units, or any other applicable metric. It helps in determining the total cost of the service provided. |
| Rate | Specify the rate at which the service is billed. This can be an hourly rate, a fixed rate, or any other agreed-upon method of charging for the service. |
| Tax | Indicate whether the service is subject to any taxes. This ensures accurate tax calculations and compliance with tax regulations. |
| Total | QuickBooks automatically calculates the total cost of the service based on the quantity and rate entered. Ensure the total reflects the agreed-upon price with the customer. |
By entering detailed information in a work order, you create a comprehensive record of the service provided, which is essential for accurate invoicing, tracking job progress, and maintaining customer satisfaction. Remember to review the work order before saving it to ensure all the information is accurate and complete.
Tracking Work Order Progress in QuickBooks Desktop
One of the key features of QuickBooks Desktop is its ability to track the progress of work orders. This allows you to stay organized and ensure that all tasks are completed on time. Here are some ways you can track work order progress in QuickBooks Desktop:
1. Using the Work Order List
The Work Order List in QuickBooks Desktop provides an overview of all the work orders in your system. You can view details such as the work order number, the customer’s name, the date it was created, and the status of the work order. This helps you quickly determine which work orders are in progress, which ones are completed, and which ones need attention.
2. Updating the Status of Work Orders
Once a work order is created, you can easily update its status in QuickBooks Desktop. This allows you to mark it as “In Progress” or “Completed” based on the current stage of the work. By keeping the status up to date, you can easily track the progress of each work order and identify any delays or bottlenecks in the workflow.
3. Adding Notes and Attachments
In order to provide a complete picture of the work order’s progress, you can add notes and attachments to the work order in QuickBooks Desktop. This can include additional instructions, customer feedback, or any other relevant information. By having all the relevant details in one place, you can easily reference them and keep everyone involved in the loop.
4. Viewing Work Order Reports
QuickBooks Desktop offers various reports that can help you track the progress of work orders. These reports provide insights into the status of different work orders, the time taken to complete them, and any pending tasks. By regularly reviewing these reports, you can identify trends, assess performance, and make data-driven decisions to improve efficiency.
5. Integration with Time Tracking Tools
In addition to the built-in tools in QuickBooks Desktop, you can also integrate it with time tracking tools to further enhance your ability to track work order progress. By syncing employee time entries with work orders, you can accurately measure the time spent on each task and monitor productivity. This integration eliminates the need for manual data entry and ensures accurate tracking of work order progress.
- By using these different methods to track work order progress in QuickBooks Desktop, you can effectively manage your workflow and ensure that all tasks are completed in a timely manner.
- Whether you rely on the Work Order List, update status, add notes and attachments, view reports, or integrate with time tracking tools, QuickBooks Desktop provides the flexibility and functionality you need to stay on top of your work orders.
- With a clear overview of work order progress, you can streamline your operations, improve customer satisfaction, and ultimately grow your business.
Managing Inventory and Materials in Work Orders with QuickBooks Desktop
When creating work orders in QuickBooks Desktop, it is important to manage your inventory and materials efficiently. Proper management of inventory and materials ensures smooth workflow and prevents any delays or shortages. In this section, we will explore some key strategies for effectively managing inventory and materials in work orders.
1. Set Up Inventory Tracking
Before you can manage inventory and materials in work orders, you need to ensure that your inventory tracking is properly set up in QuickBooks Desktop. This involves creating inventory items, specifying their quantities and costs, and categorizing them appropriately. By accurately tracking your inventory, you can easily monitor stock levels and make informed decisions when it comes to ordering and using materials.
2. Use Bill of Materials (BOM)
A Bill of Materials (BOM) is a comprehensive list that defines the materials and quantities required to complete a specific job or project. In QuickBooks Desktop, you can create BOMs for your work orders, which makes it easier to track and manage the materials needed for each order. By associating BOMs with your work orders, you can quickly identify the required materials, ensure their availability, and minimize any potential delays or errors.
3. Assign Materials to Work Orders
Once you have set up your inventory tracking and created BOMs, you can assign the necessary materials to your work orders in QuickBooks Desktop. This step involves specifying the quantities needed for each item listed in the BOM. By assigning materials to work orders, you can ensure that the required items are reserved for the specific job and are not accidentally used for other purposes. This helps maintain accurate inventory records and prevents shortages or misallocation of resources.
4. Track Labor and Overhead Costs
While managing inventory and materials is crucial, it is also essential to keep track of labor and overhead costs associated with your work orders. QuickBooks Desktop allows you to assign labor costs, such as employee wages, and overhead costs, such as utilities or rent, to your work orders. By accurately tracking these expenses, you can gain a comprehensive view of the total costs incurred for each job or project. This information can be valuable for budgeting, cost analysis, and decision-making.
5. Monitor Inventory Levels
To effectively manage inventory and materials in work orders, it is vital to monitor your inventory levels regularly. QuickBooks Desktop provides various tools and reports to help you track and analyze inventory movements. By keeping an eye on your inventory levels, you can identify any shortages or excesses, anticipate reordering needs, and avoid potential disruptions to your workflow. This proactive approach ensures that you always have the necessary materials on hand and minimizes unnecessary downtime.
6. Generate Reports for Analysis
Lastly, QuickBooks Desktop offers a range of reports that can provide valuable insights into your inventory and materials management. These reports include the Inventory Valuation Summary, Inventory Stock Status by Item, and Assembly Shortage reports, among others. By regularly generating and analyzing these reports, you can identify trends, make data-driven decisions, and optimize your inventory management strategies. This proactive approach helps streamline your work order processes, reduce costs, and improve overall efficiency.
7. Generating Reports and Invoices from Work Orders in QuickBooks Desktop
Once you have created work orders in QuickBooks Desktop, you can easily generate reports and invoices based on these work orders. This allows you to keep track of the progress and profitability of your projects, while also providing your clients with professional invoices.
Generating reports and invoices from work orders in QuickBooks Desktop is a straightforward process. Here’s how you can do it:
- Step 1: Open QuickBooks Desktop and navigate to the “Create Invoices” or “Create Sales Receipts” window.
- Step 2: In the “Customer: Job” drop-down menu, select the appropriate customer and job associated with the work order.
- Step 3: Enter the necessary information, such as the products or services provided, quantities, and rates.
- Step 4: On the invoice or sales receipt window, click the “Customize” button to personalize the layout and appearance of the document.
- Step 5: If desired, you can add additional details or comments to the invoice for clarity or to address specific requirements of the project.
- Step 6: Review the invoice or sales receipt to ensure accuracy and completeness.
- Step 7: Once you are satisfied with the invoice, click the “Save & Close” or “Save & New” button to save the document.
By following these steps, you can quickly generate invoices that reflect the work orders you have created. This simplifies the invoicing process and ensures that you are billing your clients accurately.
In addition to invoices, QuickBooks Desktop also allows you to generate reports based on your work orders. These reports provide valuable insights into your project’s progress and financial performance. To generate reports from work orders, follow these steps:
- Step 1: Open QuickBooks Desktop and navigate to the “Reports” menu.
- Step 2: Select “Reports Center” to access the list of available reports.
- Step 3: In the search bar, type “work orders” or select the appropriate report category.
- Step 4: Choose the desired report from the list of available options.
- Step 5: Customize the report settings, such as the date range, filters, and display preferences.
- Step 6: Click the “Run” button to generate the report based on your selected criteria.
- Step 7: Review and analyze the report to gain insights into your project’s performance, such as completed work, outstanding tasks, expenses, and profitability.
With the ability to generate reports, you can easily track the progress of your work orders, identify any issues or delays, and make data-driven decisions to ensure the success of your projects.
Frequently Asked Questions about Creating Work Orders in QuickBooks Desktop
How do I create a work order in QuickBooks Desktop?
To create a work order in QuickBooks Desktop, navigate to the Customers menu and select “Create Work Orders.” Fill in the necessary details such as customer information, job description, and any associated items or services. Once completed, save the work order.
Can I customize the work order template in QuickBooks Desktop?
Yes, you can customize the work order template in QuickBooks Desktop to suit your business needs. Navigate to the Lists menu and select “Templates.” Locate the work order template and click “Edit.” You can then customize the layout, add your company logo, modify fields, and personalize the appearance according to your preferences.
How can I schedule and track work orders in QuickBooks Desktop?
To schedule and track work orders in QuickBooks Desktop, you can utilize the built-in Calendar feature. Open the work order and click on the “Calendar” tab. From there, you can assign start and end dates, specify the duration, and even set reminders. The Calendar view gives you a clear overview of your scheduled work orders and helps you stay organized.
Is it possible to convert a work order into an invoice in QuickBooks Desktop?
Yes, QuickBooks Desktop allows you to easily convert a work order into an invoice. Open the work order and click on the “Create Invoice” button. Review the details, make any necessary adjustments, and then save the invoice. This streamlined process eliminates the need to re-enter information, saving you time and reducing the chances of errors.
Thank you for reading!
We hope these FAQs have provided you with valuable insights into creating work orders in QuickBooks Desktop. If you have any further questions, feel free to revisit this article or explore our other resources. Stay organized, improve your workflow, and efficiently manage your work orders with QuickBooks Desktop. Thank you for your time, and we look forward to assisting you again soon!