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Welcome To:

The Contractor Checklist

QuickBooks Master Class

QuickBooks: How to Set Up New Employees, Maintain Payroll, and Pay Taxes On Time

Goal: Control spending, prevent overbilling, and track job profitability from Day 1.

Set Up Your Employees Correctly From Day One

Section 1 — Why Purchase Orders Matter

Without POs, companies lose money through:

  • Double payments

  • Wrong materials delivered

  • Subcontractors overbilling

  • Busted budgets

  • No accountability trail

A PO creates:

  • A contract for what you are buying

  • A cost lock for materials & labor

  • A reference document for the job

If it’s not on the PO — the vendor doesn’t get paid.

Configure Wage Types & Accounting Mapping

Section 2 — Creating Purchase Orders in QuickBooks

POs are created before materials are delivered or work begins.

QuickBooks workflow:

  • Create PO → Assign:

    • Vendor

    • Project

    • Cost Code

    • Quantity + Unit cost

  • Email PO to vendor through QuickBooks → creates a digital record

Attach:

  • Spec sheet

  • Quote

  • Homeowner approval (if required)

✅ Keeps purchasing aligned with budget and scope.

Section 3 — Jobsite Delivery Verification

When materials arrive:

  • Confirm counts and sizes match PO

  • Inspect for damage

  • Log delivery location

  • Capture delivery ticket photo

Upload delivery ticket to:

the same PO or the Bill created from the PO

This establishes proof:

  • What you paid for

  • What you actually received

Automate Payroll Processing

ection 4 — Connecting PO to Vendor Bills

No vendor bill should be entered in QuickBooks unless:

  • It matches the PO

  • The jobsite confirms delivery

  • The PM signs off

Convert PO to Bill only when:
1️⃣ Items are delivered
2️⃣ Pricing matches
3️⃣ Scope is verified

Billing discrepancies?
→ Flag and require correction before payment approval
(QuickBooks tracks approval & comments)

Enable Automatic Tax Filing & Payments

Section 5 — Vendor Performance Tracking

Good vendors make your business fast. Bad vendors make your business expensive.

Rate each vendor on:

  • Pricing accuracy

  • Quality of materials

  • Delivery reliability

  • Communication & speed

Maintain performance notes in:
Vendor Profile → Attach Vendor Scorecard

Documenting this helps you:
✅ Choose the right supplier every time
✅ Negotiate better pricing
✅ Avoid unreliable partners

Thank you for completing this Session!

What Students Will Build in This Class

✅ A Purchase Order template for construction
✅ A full PO approval + delivery verification workflow
✅ Job-cost-linked PO system inside QuickBooks
✅ Vendor scorecard tracking & documentation

This converts your spending from guessing → controlled financial strategy.

What is in the Master Class?

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