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Bookkeeping for Small Businesses

Bookkeeping Help Blog


How To Set Up Records For Tracking Jobs

Posted on March 16, 2022 at 3:20 PM

Have you been tracking your jobs?


Keeping all projects, clients, and purchases together when completing a job is extremely important for invoicing. It can be helpful in other areas as well such as:



  • Job History: By continuously tracking your time, you are able to look back at similar jobs to give your clients better estimates on how long something will take.
  • Tracking progress: All parties included (you, your clients, third party, bookkeeper, etc.) are able to see what stage a job is at by tracking everything in a downloadable report.
  • Staying organized: Especially with bigger jobs, it can be difficult to keep track of what items were purchased and how much time was allocated to various projects. By putting everything in a report, you are able to look back at how much money and time was spent throughout the process.



When it comes to creating job records, it’s important to be consistent with the names used. To keep everything as simple as possible, you can use the following titles in your report:



  • Job: This will be the main title for the overall record.
  • Client: You’ll want to have the name of your client(s) when it comes time to send invoices for the corresponding jobs.
  • Date: It’s important to have the date for each job and even each project started. You can begin a new record at the start of each month for invoicing purposes.
  • Project: Some jobs require multiple projects, so having a breakdown of each one might be helpful depending on your business.
  • Time or Hours: This field will be used to clock the amount of hours used on each project. If you don’t use projects, then it will be used to clock the amount of hours used on each job.
  • Item: Item will be used for any purchases that were made to complete a job/project.



Example of what a record will look like:


Job: Developing the website of MS Bookkeeping Services

Client: Maria Soeder

Date: 00/00/0000



Project: Home Page

Hours: 1 Hour 30 Minutes

Item: Purchase of Website Account


Project: Blog Page

Hours: 2 Hours 5 Minutes

Item: n/a



Your record(s) may have more information, but this is the general idea behind tracking everything. You can use tools like Harvest, Toggl, or Quickbooks to track everything for you, or even a spreadsheet will do the trick.


Now you can go back to your records at any time to create an invoice or send the information to your bookkeeper, so they are able to continue the rest of the payment process for you.


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