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6 posts from April 2015

Do You Use the Job Profitability Summary Report in QuickBooks?

If you are running jobs and projects on a regular basis, understanding your gross margin dollars and gross margin percentage on those jobs is a critical key to your success.

However, if you run the Job Profitability Summary report in QuickBooks (via Reports > Jobs, Time and Mileage), all you see is the total revenue, total cost, and gross margin dollars ($ Diff) for the job on the report, as shown below:


With just two clicks, you have the ability to add a "% Diff" column to this report.

  • Run the same report as above
  • Click the "Customize Report" button
  • Click the % Difference check box on the "Display" tab

Here is how the report looks now:

I would think the "% Diff" column represents the gross margin % of the job. It doesn't appear to do that.

In the "family room" job above, I would figure the gross margin % at 29.7% (profit of $911 / revenue of $3,061). QuickBooks is showing 42.4%, which is the profit of $911 / the cost of $2,150.

Does this seem a bit odd to you? Sure does to me!

Am I missing something here?

If you want to see the calculation of gross margin %, looks like the Job Profitability Report needs to be exported to Excel for additional calculations.


Be sure to grab a copy of my "27 Power Tips Every QuickBooks User Should Know" guide for more ideas on how to get the most out of your QuickBooks.



Does This Bug You About QuickBooks Too?

Dear QuickBooks:

How come I don't have the ability to pick and choose from a list of e-mail addresses when sending forms such as invoices, purchase orders, etc?

My only options seem to be the "main e-mail" or the "CC e-mail" when it comes to e-mailing forms? Is that right?

You even went so far as to give me lots of space for different contacts and the ability to add a lot of contact e-mail addresses (if you're not seeing the window below, you're using a version of QuickBooks before 2013):

But yet I can't find anywhere to pull these addresses into the transaction or form that needs to be e-mailed.

Maybe we'll see this in QuickBooks 2016?

Here's hoping...

Scott Gregory


If so, immediately head to the Help option in your menu bar, click Send Feedback Online, then Product Suggestion. Let your feelings be known too.



6 Time-Saving Benefits of Integrating CRM and QuickBooks

6 Time-Saving Benefits of Smart Integration:  
What Happens When Your CRM and QuickBooks Talk 

Join us for a 30-minute Educational Webinar 

Did you know that integrating a CRM system with your QuickBooks can not only save your business valuable time but can streamline workflow with automation and generate revenue through up-sell opportunities?  

Join us on Friday, May 1 at 11am Eastern as we discuss how your QuickBooks data can be used for more than just accounting purposes and uncover the top six integration benefits as we take a deep dive into the powerful integration between Results CRM and QuickBooks.


In this 30-minute webinar you will learn how to:

  • Eliminate double data entry. It shouldn't matter if information is updated in Outlook, QuickBooks or a CRM application; contact information, timesheets, sales orders and invoices should only need to be entered once.
  • Respond quickly to client questions or concerns regarding order status, purchase order history, payment information, invoice balances and more.
  • Work within the application of choice. Contact information, employee calendars, important emails, important documents, order history, payment history, and the sales pipeline will all be centralized in one database.
  • Quickly identify and assign up-sell opportunities with comprehensive reporting and access to the order history of each account.
  • Ensure accuracy by automating "pipeline to invoice" workflow. With a click of a button, quotes can be converted into sales orders and/or invoices, accelerating payments and ensuring no details are missed. 
  • Improve information accuracy by ensuring that contact information is always up-to-date. This way, invoices and purchase orders will always be sent to the correct address and the most current and accurate contact information is available in either system.

Your Hosts:

Scott Gregory, QuickBooks Expert and Intuit Premier Reseller
   Scott Gregory, QuickBooks Expert and owner of Bottom Line Accounting Solutions, is a certified QuickBooks ProAdvisor and QuickBooks Enterprise ProAdvisor.  He has worked with QuickBooks software for over 15 years and in business finance and accounting for over 30 years.  Scott serves as a QuickBooks instructor in venues such as: Ohio Society of CPAs, Ohio Small Business Development Center, Lakeland Community College, and Intuit Town Hall Meetings.  Prior to forming Bottom Line Accounting Solutions, Scott served as the chief financial officer (CFO) for a $15 million manufacturing firm.

Sam Saab, President & Founder of Results Software
Sam Saab is passionate about helping businesses succeed! Sam is a recognized pioneer in the CRM industry and office automation technologies. In 2002, Sam developed and launched Results CRM as an integrated business solution that helps businesses centralize their data, streamline their operations and improve their business relationships. Sam is a national speaker and published author on CRM topics including business growth strategies, office automation, virtual offices, boosting sales and gaining a competitive advantage. For more information about Sam, visit www.SamSaab.com.


Powerfully Simple Dashboard for Your Small Business

Score some bonus points with your boss...

If you know they are frustrated trying to pull together reports and key metrics from a number of different sources, they will want to know about the Grow Dashboard (feel free to check it out yourself too!)


The Grow dashboard offers a simple way to select the metrics that are important to running your business...

  • Need information from QuickBooks? (desktop or online)
  • Want to pull information from a customized spreadsheet or database?
  • Interested in pulling together information from Salesforce, Google Analytics, MailChimp, Facebook, Twitter and a host of other places?

If so, Grow is for you...


If the built-in dashboard connections mentioned above are close, but not quite good enough, the support team at Grow can help you construct the perfect dashboard - no internal IT team required.

Grow allows you to connect your data, wherever it lives, and get the key metrics needed to monitor, manage and improve your business...

Take a closer look at the Grow dashboard solution today...



Using Custom Fields in QuickBooks

If you use QuickBooks Pro, Premier or Enterprise, you have the ability to add custom fields that can be used in various places to track details unique to your business.

In addition, there are some key differences in how the custom fields function in Pro/Premier vs. how they work in Enterprise.

My video below gives you an introduction and comparison on these key topics so you can put custom fields to work within your QuickBooks (click here for the video also):



Be sure to visit my QuickBooks Enterprise resource center to discover even more functionality within the Enterprise edition and to save 20% on your annual subscription price.



Important Information about Purchase Orders, Sales Orders and Estimates in QuickBooks

A quick but critical post this week to help clear up a lot of confusion I am seeing...

It is essential to remember that estimates/quotes, sales orders and purchase orders do NOT post anywhere into the accounting records of QuickBooks. You won't see any debits or credits associated with any of them.

While these transactions look similar to invoices (which do post to accounting) in QuickBooks, they are really just for informational purposes only.

The sales order and purchase order transactions do populate some of the inventory status reports, but that is as far as they go.