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dreamerdad
May 23, 2021
Question

How to track billable time for 1099 vendors

  • May 23, 2021
  • 2 replies
  • 18 views
I need QB to: 1) allow vendors to manually entered hours worked 2) allow me approve time manually entered by vendors 3) automatically create bills for me to pay vendors for the time I approved 4) automatically create invoices based on the billable time approved in relation to clients Is this possible with quickbooks? If not, are there other accounting software platforms that anyone can recommend for businesses like mine that need to have a better system for billable time tracking and invoices for vendor-related work. How are others doing this? I have considered using third party software like Accelo and would really appreciate any ideas as this is an urgent need. Thanks!

    2 replies

    Jen_D
    Jen_D
    Level 8
    May 23, 2021

    Thanks for posting here, @dreamerdad,

     

    I can share some insights about the billable time tracking in QuickBooks Online. Regarding your first question, yes, your vendors can enter their time using the Timesheet feature in QBO. This means that you need to add them as Time Tracking users in the company file.

     

    Here's how you can add a time tracking user in QuickBooks Online:

    1. Go to Settings ⚙ and select Manage users.
    2. Click on Add user, then scroll down and choose Time tracking only.
    3. Select Next.
    4. Find the employee or supplier you want to add, select Next, then enter their contact info.
    5. Press Save.

    Once added, the user can now enter hours in a timesheet:

     

    I'll be adding some related links to help you further with this:

     

     

    Then, you can approve time within the company file just like what you do with payroll time. Also, for the third and fourth concern, the system will not automatically generate transactions from approved or billable time.

     

    The system will only generate entries automatically if you have set up recurring transactions. Every transactions related to time and billable expenses has to be entered manually in the program. This ensures the program will not create entries accidentally and mess up your accounting. 

     

    But don't worry, we have a list of third-party apps that is QBO compatible to perform the data transfer for you. These apps will help you back up your data for conversion or restoration.

     

    You can also consider checking out for third-party apps that handles this type of data entry. Visit our applications website here: https://apps.intuit.com/app/apps/home. 

     

    We also have another channel called Intuit Developers. There you can find engineers who can recommend third-party applications for you to use. Here's the link to the website: Intuit Developers Community.

     

    Please let me know the result after trying out the steps. I want to make sure this time tracking user issue is resolved and I'll be right here if you need further help.

    D
    dreamerdadAuthor
    May 23, 2021

    Jen_D - Thank you so much. This is exactly the solution I was wanting to go with, however, my understanding is that it will not work for 1099 vendors. Please see below.1099s

     

    J
    JonpriL
    Level 9
    May 23, 2021

    Hello @dreamerdad,

     

    You're on the right track, vendors with payments tracked for 1099 is unable to be invited as one of your time-tracking users. Since the option is not possible, I'd recommend letting our product developers know about your request by send feedback.

     

    This way, they may consider integrating user access for billable vendors and 1099 payments. You can let them know by following the steps below:

     

    1. Go to the Gear icon.
    2. Select Feedback.
    3. Enter a few words describing your request.
    4. Click Next.

     

    Need help performing any tasks related to your account and company settings, click here to access and browse all articles for QuickBooks products. This reference contains most resources with steps on how you can manage your vendor's activity and other expense transactions, to name a few.

     

    Don't hesitate to post again here if you have other questions or concerns with QuickBooks tasks and navigations. I'm always around happy to help. Stay safe and have a good one!

    CaitPHG
    CaitPHG
    April 21, 2022

    This is what I do: I create my subs names in QBO as Vendor BUT also as an Employee, ONLY for TIME Tracking/Billing purposes. My sub clocks in/out of the projects so I can see time spent and create invoice. But I obviously pay him thru Vendor. 

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