Contractor's Guide to QuickBooks Pro

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According to a recent national survey, more construction contractors use QuickBooks Pro and QuickBooks than all other accounting programs combined. And for good reason. QuickBooks Pro excels at all the routine paperwork in a construction office: writing checks, keeping track of your bank balance, sending out invoices and statements, creating up-to-the-minute profit and loss statements for the month, year or by job, writing payroll checks, paying suppliers and subcontractors, tracking job costs, comparing estimated and actual costs for each job, and much more.

But there's a lot to learn in QuickBooks Pro. And converting to a new accounting system can be a complex and confusing task, even if you have a strong background in accounting and plenty of time to install the new system. That's why this book was written-because most construction pros aren't accounting experts and have more important work to do at the job site.

Contractor's Guide to QuickBooks Pro 2005 will walk you step-by-step through QuickBooks Pro's detailed setup procedure and then explain item-by-item how you should be using QuickBooks Pro every day. In days, rather than weeks, you'll create a first-rate accounting system that's an asset to your company.

Here you'll find simple, well-illustrated instructions for customizing the setup for QuickBooks Pro 2005, including what each screen on your monitor should look like. This manual explains every choice you need to make and every button you need to click on. And it tells you how to get a trial version of QuickBooks Pro if you want to try it before buying, and includes two other programs you'll want to use when estimating costs with QuickBooks Pro. Here's what's on the CD in the back of this manual: A QuickBooks Pro 2005 file preconfigured for a construction company. The file has a chart of accounts already entered, plus a complete set of memorized reports. Just plug in your own company data-vendors, subs, customers, etc. And at the click of a mouse, you have all the information needed to run your jobs. National Estimator-an easy-to-use estimating program with more than 100 pages of construction cost estimating data for general contractors. Dozens of other databases are available. (QuickBooks Pro doesn't come with any estimating data.) Job Cost Wizard-converts your National Estimator estimates into QuickBooks Pro estimates so you can create and send invoices, track job costs (charge every check to a cost category in your estimate) and compare actual and estimated costs. You'll know exactly where you made and lost money on every job. Blank construction forms you can open on your computer (with nearly any of the popular word processing programs), customize, fill out, print and send to customers and subcontractors.

With this book, the CD in the back with the software and data files just described, and QuickBooks Pro 2005, you have at your fingertips all the financial tools needed to keep your books straight, and your company running strong and in the black.

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Product Details

  • ISBN-13: 9781572181861
  • Publisher: Craftsman Book Company
  • Publication date: 3/28/2007
  • Pages: 342
  • Product dimensions: 8.40 (w) x 10.80 (h) x 0.90 (d)

Table of Contents

Introduction 5
Why You Need This Book 5
What You Can Expect from This Book 6
QuickBooks, QuickBooks Pro, or Premier: Contractor Edition? 7
Why Should You Believe Us? 9
What's on the CD? 12
How Do I Use This CD? 13
1 Setting Up Your QuickBooks Pro Company 17
QuickBooks Pro Company Files 18
Begin with Our Sample and Company Data Files 19
Upgrade to QuickBooks Pro Version 2005 23
Convert from Quicken to QuickBooks Pro 25
Convert an Existing Data File to Our Setup 30
2 How to Set QuickBooks Pro Preferences 33
General Preferences 33
Accounting Preferences 34
Checking Preferences 36
Finance Charge Preferences 38
Jobs and Estimates Preferences 41
Payroll and Employees Preferences 42
Purchases and Vendors Preferences 43
Reminders Preferences 45
Reports and Graphs Preferences 46
Sales and Customers Preferences 46
Sales Tax and Send Forms Preferences 48
Service Connection Preferences 50
Spelling Preferences 51
Tax: 1099 Preferences 52
Time Tracking Preferences 54
3 Chart of Accounts 55
How to Use the Sample Chart of Accounts 57
Change, Add to, and Print Your Chart of Accounts 63
QuickBooks Premier: Contractor Edition Features 65
Loan Manager 66
4 Items 75
Entering Items for a Non-Inventory Based Business 76
Entering Items for an Inventory Based Business 78
Creating a Group of Items 80
Entering Non-Job Related Items 81
5 Payroll Items 85
Using Payroll Items to Track Workers' Comp Costs 85
Using Payroll Items if You Don't Track Workers' Comp 93
Including Sole Proprietor and Partners' Time Costs in Job Costs 96
6 Classes 103
Using Classes to Track Cost Categories 103
How to Create a Class 104
7 Customers and Jobs 107
How to Set Up a Customer 107
Adding a Job for a Customer 111
Exporting or Printing Your Customer List 114
8 Vendors and Subcontractors 115
Setting Up 1099 Vendors 115
Setting Up a Non-1099 Vendor 119
9 Employees 121
Setting Up Your Employee List 121
10 Opening Balances 129
Entering Opening Balances in QuickBooks Pro 129
Entering Invoices for Accounts Receivable 130
Entering Bills for Accounts Payable 132
11 Organizing Work Flow 135
Setting Up Your Office Files 136
Organizing Your Payroll 139
Keeping Office Paperwork Current 139
12 Estimating 143
Using a Summary Estimate You Make Outside of QuickBooks Pro 144
Customizing an Estimate Form 146
Memorizing an Estimate 147
Estimates and Progress Billing 149
Getting Detailed Estimates 149
13 Receivables 151
Four Ways to Invoice a Customer 152
Tracking Change Orders On Estimates 162
How to Handle Retainage 164
Recording a Payment You Receive 169
Recording a Deposit 170
Recording a Job Deposit 171
14 Payables 175
Creating and Using Purchase Orders 176
Using Purchase Orders to Track Multiple Draws and Committed Costs 177
Entering Bills Without Purchase Orders 181
Selecting Bills for Payment 183
Printing Checks 184
Vendor Workers' Comp Reports 186
15 Payroll 191
Entering a Timesheet 191
Processing Employee Payroll 195
Allocating Sole Proprietor or Partner's Time to a Job 201
16 Using QuickBooks Pro on a Cash Basis 205
How to Record a Check 206
How to Record a Deposit 209
Checking Your Transactions with the QuickBooks Pro Register 211
17 Reports 213
How to Modify Reports 213
Using Our Memorized Reports 217
Using Jobs, Time & Mileage Reports 234
18 End of Month and End of Year Procedures 247
Reading and Understanding Your Financial Reports 255
End of Year Procedures 259
19 Real Estate Development 261
New Accounts 261
Setting Up a Development Job 262
Using Items to Track Construction Costs as WIP 263
Land Purchase Transactions 265
Personal Loans 269
Development Loans 275
Construction Loans 279
Recording the Sale of a Property 282
Appendix A Estimating with QuickBooks Pro 287
Three Good Reasons to Try QuickBooks Pro Estimating 287
A Road Map to Your Destination 288
Setting Preferences for Estimating 289
Building Your Item List 291
Creating an Estimate in QuickBooks Pro 293
Turning an Estimate into an Invoice 296
Tidying Up Your Company File 299
Appendix B Job Cost Tracking and Importing Estimates 301
Estimates into Invoices 304
Handling Tax 304
Using Items for Job Cost Tracking 306
Help Learning National Estimator 308
Estimating with National Estimator 309
Converting Estimates with Job Cost Wizard 323
Index 335
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