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Welcome To:

The Contractor Checklist

QuickBooks Master Class

QuickBooks: Receipt Capture & Billable Expense Tracking

(A Five-Part Homeowner Education Series)

Goal: Ensure every receipt is captured instantly, properly coded, and billed to the correct project — before the cost disappears.

Section 1 — The Problem This Class Solves

Construction is chaotic. Receipts get:

  • Lost in trucks

  • Crumpled in pockets

  • Buried in emails

  • Thrown in jobsite dumpsters

➡ Result: Hidden costs, lost profitability, and tax deductions missed

This class teaches the cure:

If you paid for it — someone pays you back for it.

Either:

  • The client (billable job costs), or

  • The company (overhead & tax deductions)

Section 2 — Mobile Receipt Capture Basics

The rule:

A receipt should be captured the moment the purchase is made

Process using QuickBooks Mobile App:

  1. Open app → tap Receipt Capture

  2. Take a photo of the receipt

  3. Assign:

    • Vendor name

    • Dollar amount

    • Job / Location

    • Cost Code

  4. Save and upload instantly

Every receipt stays:
✅ Documented
✅ Searchable
✅ Tax-ready

Section 3 — Billable Expense Tagging

Materials purchased for a project must be marked Billable in QuickBooks.

QuickBooks workflow:

  • Expense → Assign Project

  • Toggle Mark as Billable

  • Attach Receipt Image

Later → Add to next invoice in 2 clicks
This ensures your profit margin stays protected.

Use case examples:

  • Lumber pickups

  • Emergency fittings during plumbing rough-in

  • Paint rollers & caulk

  • Dumpster fees

  • Dump runs

If it touches that job — it belongs on that job’s invoice.

Automate Payroll Processing

Section 4 — Vendor Credits, Sub Charges & Compliance

QuickBooks enables:

  • Upload of subcontractor receipts

  • Verification of overcharges

  • Audit trails for billing errors

PM Priority:
✅ Ensure subcontractors submit receipts before getting paid
✅ Verify quantities align with job progress
✅ Reject charges not tied to approved scope

This creates accountability and protects cost accuracy.

Enable Automatic Tax Filing & Payments

Section 5 — Reporting & Reconciliation

Use these reports weekly:

  • Unbilled Costs by Project

  • Expenses by Vendor

  • Profitability by Project

These highlight:

  • Mistakes in coding

  • Missed billable items

  • Patterns of overspending

📌 When reviewed weekly — “profit leaks” stop permanently.

Thank you for completing this Session!

What Students Will Build in This Class

✅ Install QuickBooks Receipt Capture
✅ Set up proper project coding + billable rules
✅ Practice capturing 3 sample receipts
✅ Add receipts to a job invoice
✅ Build weekly oversight habits

This creates profit clarity, accounting accuracy, and real-time cost control.

What is in the Master Class?

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