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Learn how to set up job costing and item tracking so you can track payroll expenses by job.

You can easily set up job costing and item tracking for payroll expenses in QuickBooks Desktop. Read below to know how.

Setting up preferences

When you follow these steps to set up your preferences, QuickBooks Desktop will automatically track expenses by job for company payroll expenses.  From the main menu, select Edit, then Preferences.

  1. From the left menu, select
  2. Select the Company Preferences 
  3. Make sure there is a checkmark in the Use class tracking (Note:If this is not marked then the options to assign one class per Entire pay check or Earnings item won’t be available.
  4. Select the OK
  5. From the top menu bar, select Edit, then
  6. From the list in the left pane select Payroll and Employees.
  7. Select the Company Preferences
  8. Put a checkmark in the Job Costing, Class and Item tracking for pay check expenses box and select whether to track by Entire Pay checkor Earnings Item.

Tracking expenses by job in QuickBooks

When you are creating or editing payroll items that include additions, deductions or company contributions, QuickBooks Desktop displays a checkbox. The checkbox called Track Expenses by Job in the Name is in the Pay checks and Payroll Reports window of the Payroll Item Setup wizard. In case you select this box, QuickBooks Desktop prorates the items on employee pay checks the same way it does company-paid taxes. Read the steps below for additional instructions.

  1. Select Lists, then Payroll Item List.
  2. Right-click the Payroll Item, then select Edit Payroll Item.
  3. Select Track Expenses by Job. (It’s important to follow the above steps to set up job costing preferences. If job costing isn’t set up in QuickBooks Desktop you won’t see the option to Track Expenses by Job when you edit the payroll item.)
  4. Select Next until you can select Finish.
  5. Repeat for each payroll item that you want to track.

Marking Track Expenses by Job won’t add a Customer: Job column to the payroll items listed under Other Payroll Items on a pay check. Instead, in reports, these items are divided based on the division of the earnings items on the pay check.

Existing transactions are not affected if you turn on Track Expenses by Job.

In case you are still facing troubles in set up job costing and item tracking in QuickBooks then feel free to call our QuickBooks help number,  for availing instant help from our certified experts.

Post Author: qbooks247

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