Payroll: Step 4a - Calculating hours on a single job day

You are going to start with Chad French and Ben Kirkland. Looking at **Quickbooks Time**, Click "View Details" on Chad's in one screen and on Ben's in the other screen. I like to have Chad on the right screen and Ben on the left.

Check to see how many jobs they had that day. As you can see on 10/13 they clocked into only one job, however, some times the crews have trouble with the App or forget to switch jobs.

We are now going to double check if they only worked at one job by looking at there GPS history. Go to the first **GPS Server** tab and click on "History".

Select the correct vehicle/person.

Select the correct dates.

Click "Show History"

To ensure accuracy, take a moment to review the day's work. Confirm that it involved a single job. If it did, calculate the hours worked by using the time stamps for clocking in and out, as well as the time spent driving according to the map. The following step provides more details on how to review the day's work.

To review the day's activities, I begin by checking the times at which the crew was parked. This will display all the locations they visited during the day. It will also show me if they took an extended lunch break or if they spent an extended amount of time at a location other than the job site. If they were at the shop for more than 30-45 minutes, it's possible that they were working on something other than the job. In such cases, it's your responsibility to determine what they were doing so that the time can be accurately allocated to the correct job. However, when you ask them about their activities, make sure to explain why you are inquiring, as people don't like to be questioned and doubted for no reason.

Once the job is confirmed, Go to the **Time Sheet** and check the box to **Add Time**.

Select either **Extra** or **Original**. **Extra**: When the crew works on something that was not on the original work order and it was not included in the estimate. ex. "We are replacing a roof and gutters on a house, and the roof replacement crew finds rotten fascia all over the house. We send out a repair crew to replace the rotten fascia. You look over the work order and estimate and find that replacing fascia was not part of the contract. The work they did was Extra." **Original**: When the crew works on something that was on the original work order and was included in the estimate. OR The job is being calculated on a time and material basis. **99\.9%** of the time the repair crew times are going to be **Original**

Select the correct **Type of Work**. **Repair**: Any small job or repair that our repair crews work on. **Roof Replacement**: This is usually used for the roof replacement crews when they replace a roof. However, there might be a time when a repair crew helps with something on a roof replacement and you would choose Roof Replacement. ex. "We are replacing a roof that has shingles and rubber, the roof replacement crew replaces the shingles and the repair crew replaces the rubber." **New Construction Roof**: This is usually used for the roof replacement crews when they install a new roof. However, there might be a time when a repair crew helps with something on a new roof and you would choose New Construction Roof. ex. "We are installing a new construction roof and we send out a repair crew to install flashing on a chimney or wall." or "We are installing a new construction roof that is difficult and we send a repair crew to supervise or help." **Gutter Replacement**: The only time you will use this is if we had some gutters installed by R&W or JM Gutters and they didn't have enough material to finish the job and we send out a repair crew to finish. If we have a small gutter job where only the repair crew worked, I would consider that a Repair. **Gutter Guard Install**: The repair crew installs gutter guards. If the repair crew ends up repairing the roof while installing the gutter guard, it might be difficult to accurately divide the time spent on each task. In such a case, it is recommended to put all the time spent on both tasks under "Gutter Guard Install" to avoid confusion. 95% of the time you will use either Repair or Gutter Guard Install for the repair crews. These categories ensure that the labor and material is grouped to calculate the invoice correctly. If the wrong Type of Work is selected, it can be changed in the back end. However, choosing the correct type initially will make the process smoother. PLEASE, do not hesitate to ask Brant for help deciding.

Sometimes, workers spend multiple days on a job and you forget what type of work you chose in the previous entries. The **All Labor Pay** sheet is helpful to check previous entries. Click on "Filter by Job#"

Type in the job number.

Here you will see the past entries.

Type in the job number.

Enter the correct hours Remember to confirm discrepancies between reported and GPS data.

Now you are going to find the mileage. Go to the second GPS page you opened and Click here:

Click Reports

The default Type and Format should be General Information and HTML

Pick the dates and times closest to when they started and stopped.

Select the correct device.

Click "Generate"

Click "Save" I save all files like this to my Downloads folder, then periodically delete its contents.

Open the file.

Here is where the mileage is for the single job they had that day.

Type the mileage here. I usually round up.