Quickbooks Pro question...

Discussion in 'Business Operations' started by sandman23, Feb 27, 2007.

  1. sandman23

    sandman23 LawnSite Member
    from GA
    Posts: 212

    I am glad that I finally purchased this program. I am looking forward to learning its capabilities.

    My question is about setting up "Items & Services".

    I have created some "Items" (i.e. "Item" is "Weekly Service", "Sub Item" is "Reoccurring Services" in "Account" "Maintenance Services". but I am not too sure that this is the most efficient way to set up these Items. It seems like it may be overkill but maybe that is a good thing. Quickbooks recommends using numbers for "Items". I have also read some posts on here about setting up services as customer's name.

    Any advice or examples would be greatly appreciated. Thanks.
     
  2. ArizPestWeed

    ArizPestWeed LawnSite Bronze Member
    Posts: 1,457

    I think that you are unable to convey the question via here .
    I do not understand .
    There is FREE support and that's where you need to go for the answer .
    I pay a small fee for yearly 24/7 support , that way it always available
     
  3. sandman23

    sandman23 LawnSite Member
    from GA
    Posts: 212

    I have put in for callback support and I am sure that they will give me some ideas. I am trying to see if there is a common way that LCO's are entering their "Service Items" so that it is a little more industry specific and efficient. If my question was not clear I will try and explain better; What is your method for entering a "Weekly Mowing Service" that you want to charge $45.00? Do you use "sub Items"? Do you use numbers to describe your "item" like quickbooks suggests? Do you use customer names as your items (this method sounds interesting but I am not too sure how it works)? Thanks again.
     
  4. jc1

    jc1 LawnSite Bronze Member
    Posts: 1,516

    We set up all our items as our customers name with the description and price we charge for the service to that customer. For example if you set up a service.
    Item=John Doe
    Description= Cut grass trim and edge
    Price= $40.00

    If you just set up "weekly mowing" price$40.00" you need to verify that every time you use weekly mowing you change the price according to the customer you are billing, one may be at 40 and another 35 etc.

    I hope this helps you some.
     
  5. Roger

    Roger LawnSite Fanatic
    Posts: 5,916

    I set up QB Pro last Winter and have used it for one season. I'm sure there could be better ways, but ...

    I set up a list of Item as:

    Cleanup
    Grass cutting
    Leaf removal
    Mulching
    Trimming

    as major types of work. I am very limited in my offerings.

    In some cases I make sub-item, such as for Grass Cutting.

    I make an Item,
    GC45

    This designates an entry for, Grass cutting, rate $45.00.

    When I want to make a daily entry on an invoice, I enter the service date, then GC45. The "Grass Cutting" and $45.00 will be entered into the appropriate column on the invoice.

    I have other items,

    GC40 - same, except rate is $40.00
    GC50 - same, except rate is $50.00

    and so forth.

    Under Item, Trimming,

    I have subcategories

    Turf description is "turf trimming" with no amount
    TT18 description is "turf trimming" with $18.00
    Bush, hedges description is "Bush, hedge and light tree trimming" with no amount.

    Item Mulch as no sub-items, nor does Item cleanup.

    I think you get the idea. I have merely made larger work categories, then added sub-categories as needed. The sub- are not needed, but when I can add the amounts, the designation saves me from putting in the amount each week. Since cleanup, mulching, trimming turf are all variable in amount, I have no amounts associated with those Items, and manually enter them as needed.

    The major problem with my scheme is that the database holds onto the GC45, GC50, etc. The words on an Invoice are fine, but Statements only show the Item name (e.g. GC45). This designator carry-over is one I cannot eliminate, and is a problem if I wish to issue Statements, rather than Invoices (another entire topic for another day!).
     
  6. tgaskill

    tgaskill LawnSite Member
    Posts: 148

    sandman,
    Please post what you find out from support. I'm also in the middle of setup and have the same type questions.....
     
  7. lakesregionscapes

    lakesregionscapes LawnSite Member
    Posts: 145

    In the process of working out our setup in QB as well - I'm using the structure we have at my other job: using estimates for each customer to set the variable charges: for instance at the basic setup level
    item= mowing
    cost=35.- (default min charge).
    Then I create an estimate for each customer where all individual charges will be listed on the one estimate; i.e. mowing 65.- ,beach cleanup 25.-, spring cleanup 275.-, etc.
    When I go to invoice QB will pull the estimate specific to that customer and autofill the invoice... then I delete everything I don't need, have the correct mowing charge (and/or whatever else that month) in front of me to replicate for each date. If the rates are changed over the years the estimate can be edited and it will not affect earlier invoices created from the estimate.
    Not sure if it is the "prescribed" way, but I has worked well for me through the winter billing cycles...
     
  8. Lawnworks

    Lawnworks LawnSite Fanatic
    from usa
    Posts: 5,407

    I have it set-up as:

    Lawn maintenance, etc

    Monthly lawn maintenance fee

    Hedge Trimming

    Landscaping

    Irrigation

    Clean-up

    Tree Trimming

    I love how at the end of the year you can see exactly what % of the above you have done.
     
  9. sandman23

    sandman23 LawnSite Member
    from GA
    Posts: 212

    Thanks for the replies. These are the kind of examples that I am looking for. I am just looking to be as efficient as possible without a lot of over kill. I guess it is just a matter of figuring out what works for me.

    I am leaning toward making customers as items like JC1 has posted but would still like to explore other options.

    TGASKILL... I will post what I learn from support however, I am mot too satisfied with their support yet. I can't seem to get anyone who speaks English well enough to understand what I am trying to do.
     
  10. Drew Gemma

    Drew Gemma LawnSite Bronze Member
    Posts: 1,511

    here you go been using qb for 4 years customer support is not free and it is expensive and some times they can not help you! they want me to sign up again 299 for a year to speak to an Iranian or what the hell ever he is. Not fun trust me.

    Items are each service I offer
    I put in the date and price for each and number of times.
    tax total

    advantage to this is I track my work by job type such as leaf clean up I know that is 14% of our work dollar wise. while mowing is 70% and mulch edging pruning makes up the rest. then with in that I can track % of profit per item which tells me what we make the most profit on. After all whatever makes me the most money is the one I want to do. Downfall is I have to keep prices on paper and enter them in on a per account basis. plus sales on each item gives you all the reports.
     

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