Assigning Vendors and Vendor Bills to Work Orders

(0:10 - 1:57)

Hi. One of the new features in version 3 is the ability to put in vendor bills at the same time that you do your work orders. This is a great way to be able to manage the ins and outs of your money for your clients and be able to bill them on the spot as well as taking care of making sure you pay your vendor bill.

So let's say as an example today we're going to create a new work order for Mr. Leonard Blanco and he just had his house cleaned. So we have an arrangement with our housekeeper that she charges us $150 for the cleaning, but we have an arrangement with Mr. Blanco that we bill him $200 every time that we have a cleaning. And that extra $50 that covers our scheduling.

It might cover us opening the house or cleaning the house or closing the house or checking on the work done, etc. But that's our arrangement. We bill $200 and we pay $150.

So let's say we are going to create that work order for that housekeeping. So we'll click new work order. This will now create a one-time work order.

We'll put in Mr. Blanco here and we can say this is the monthly housekeeping or every six weeks housekeeping, whatever you want to do. I'm just going to put in housekeeping. And the housekeeping itself is going to happen on the 30th of the month.

And I'm just going to schedule it out here as a one hour item. Time probably doesn't matter unless you're going to meet the housekeeper. If you're not meeting the housekeeper, all that matters is the date because she's going to go out and get herself in the house because she has the door code or she has a key, whatever the situation.

(1:58 - 2:26)

So here's the housekeeping. And what we're going to do is we're going to bill them out. I'm going to use my reimbursable item here.

You might have an item code that says housekeeping or other services, income, or what have you. I'm just going to use my reimbursable product code. Use the one that's appropriate in your business.

And I'm going to say this is housekeeping for $200. And there you go. We have now billed them out.

(2:27 - 2:56)

Here's where it can get fun is assigning it to the vendor. Let's assign it to our housekeeping company. So I have Anthony's Handyman Services that does a lot of my housekeeping.

And I can assign it here. What this does is by assigning it to him in this place is it would show up on the portal if you use the vendor portal so that they have a record of any upcoming housekeeping appointments they have. They would know that they need to clean the Blanco's house on the 30th.

(2:58 - 3:50)

I'm going to save this and show you the next side, which is the vendor bills section. So let's say the 30th has now come and gone. Anthony's Handyman has completed the service.

You can come in here, hit vendor bills. And this will bring up a section now where you can assign multiple bills to a particular item. So why multiple bills? Well, let's say that you have maybe a little bit of a project going on.

There was a big leak. And you had to have a remediation company come in and put dryers in. You had to have a plumber come in and fix the actual plumbing work.

And then you had the handyman guy come in and repaint the walls after it was done. You could put all those bills in in one place and charge your customer back just a flat fee. Let's click add new bill.

(3:51 - 4:18)

In this case, we know that Anthony was doing the housekeeping for us. So we'll put that in. We can put in whatever date he's given us on his invoice.

So we'll assume that it's all the 30th. So that's the date we were using. We can put in his invoice number.

If there's anything, sales tax or location you have to worry about, you can do that. If not, no worries. And then put in the expense code.

(4:18 - 6:44)

I'm going to put in, again, my subcontractor code here. But you might have a housekeeper expense code, or you might have some other account that you charge off. So whatever account you charge off, put that in here.

You can put in the note that you need to and how much the amount was. And it will, because we're working on Blanco, assign their customer number automatically. That's all you have to do to put in the $150 bill.

So I'm going to say save bill and close. And now you'll see that for our work order for Blanco for housekeeping, here's that $150 invoice. If I need to add more, I can.

Otherwise, I'll hit back. And this will now take us back to our work order. So again, our work order is for $200.

If we click on vendor bills, we can see what has been assigned. If we need to edit that, of course, we can click on that bill to edit it. Otherwise, what we have is a $200 charge and a $150 bill.

So when we invoice Mr. Blanco, you'll see that charge for $200 show up on his invoice. But what happens to that bill for Anthony? Let's flip over to QuickBooks. And I'm going to take a look here at the expenses that have been entered in QuickBooks.

And you'll notice right here on 430 is that bill for Anthony's handyman. So by making the entry in method right on top of the work order, it is now created an entry for you in QuickBooks that now you can go in and make your payments or whatever you need to do from QuickBooks. But it shows up on your profit and loss statement as a charge.

And you can handle it automatically in QuickBooks without having to make any separate entries in QuickBooks. Everything flowed through automatically. So your work order now shows the ins and outs.

It's tied together. Your QuickBooks entries are there. All your accounting is in perfect order.

Everything made here basically in one entry screen. That's it for today. Good luck with that.

If you have any questions, please don't hesitate to refer back to the manual or give us a call at any time. Thank you. Bye-bye.