Out of Scope work

Are you asking about how to track time with QBT or just how other firms are managing out of scope work?

For both situations, we have a special project work item that we assign when someone has out of scope work. This helps when billing flat rate clients who have out of scope work. Flat rate stays where it is, and out of scope work gets a special project work item that is billed hourly.

We are in the habit of opening a note as soon as we get on the phone with a client. If the call (or email) results in out-of-scope work, then we hit “Add to work” and create a special project, name it, and start booking time to it.

Does that help?

We also have special project work templates.  We use these for out of scope work items.  The most common ones have a specific work sequence tailored to that type of work item and the others get a generic work item with some basic steps prepopulated.  We have one specifically for IRS notices (CP2000) that usually generate the need for an amended return.  It is built to get the work moving quickly and get the information from the client as soon as possible to address the issue.  The IRS deadlines are usually fairly quick and you don’t want to miss them.

We also have created special work templates for the PPP loan applications and forgiveness.  It allows us to help the clients that have requested assistance with this type of work.  We have done the same thing for the ERCs that can be applied for in 2020.

The time and budget tab helps us track how many hours were spent working the special project.  This allows us to bill according to time spent or post a specific quoted price for invoicing.