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Tracking Workman's Comp insurance

This is for CONTRACTORS 2016 - I do not see how to select that version.

I need to track workman's comp in a financial report.  

Basically, I want to know per month how much I paid to a subcontractor, whether or not they have insurance and the appropriate WC insurance account #.  I would also like to incorporate WC exp. date but apparently you need to be in a Vendor report to do that.  The same happens with defined fields.  I can add a WC # field but it only shows in Vendor type reports and not financial.  


Currently I'm using FAX NAME because I can display it in the financial report I'm using.

There's got to be a way to do this.   What contractor does not have subs and WC insurance?


EDIT: apparently I needed to log out and back in to get the field to show up.  The field is showing up in the report I'm modifying (P&L DetaiL) but the field is not displaying any information.  The Custom field I defined is populated in 2 vendors.  1 is all text and 1 is all numbers.  Both are blank on the P&L but they DO show up on a Vendor report (contact list).

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Best answer 12-10-2018

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Established Community Backer ***

I responded to your topic because I have been using QB in...

I responded to your topic because I have been using QB in the construction industry since 1997 and I teach using a Construction file as a Sample File, and we also use the Job tracking tools.

"Our insurance provider audits our company to make sure all our Subs hold this insurance.  If not, OUR insurance goes up to cover the non-insured sub."

Yes, I showed how to charge them back for your cost.

"Therefore: I want to track whether or not a Sub has insurance."

Yes, that is Edit Vendor Name, Additional Info. I mentioned this to you. Your program offers 2 Date Fields where you track insurance expiration dates. One is Labeled "Worker Comp Expires." The other is "General Liability Expires."

"All I need to do this is to have a field that shows their WC account #."

That also is Edit Vendor > Payment Settings > Account #.

"Subs provide contracts with certificates of insurance to prove that they are covered.  The expiration date will just have to be a bonus."

I don't know what that means. Bonus of what?

"This is, almost, just a YES/NO check box."

Or, there is a blank for date of expiration (not covered), or the date has past (expired). It isn't yes/no. It is Has, Has Not, or Expired.

"Otherwise there is no quick and easy way for me to determine whether or not they have it."

It's right there: Edit Vendor Name.

"I'm just trying to incorporate this into the financial report.  I can turn this into more than one step I would just rather not...every contractor i've worked for has had to track WC for it's subs."

Yes, it is seen in the Contractor Edition, which you told us you are using.

Did you look?



View solution in original post

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Established Community Backer ***

I responded to your topic because I have been using QB in...

I responded to your topic because I have been using QB in the construction industry since 1997 and I teach using a Construction file as a Sample File, and we also use the Job tracking tools.

"Our insurance provider audits our company to make sure all our Subs hold this insurance.  If not, OUR insurance goes up to cover the non-insured sub."

Yes, I showed how to charge them back for your cost.

"Therefore: I want to track whether or not a Sub has insurance."

Yes, that is Edit Vendor Name, Additional Info. I mentioned this to you. Your program offers 2 Date Fields where you track insurance expiration dates. One is Labeled "Worker Comp Expires." The other is "General Liability Expires."

"All I need to do this is to have a field that shows their WC account #."

That also is Edit Vendor > Payment Settings > Account #.

"Subs provide contracts with certificates of insurance to prove that they are covered.  The expiration date will just have to be a bonus."

I don't know what that means. Bonus of what?

"This is, almost, just a YES/NO check box."

Or, there is a blank for date of expiration (not covered), or the date has past (expired). It isn't yes/no. It is Has, Has Not, or Expired.

"Otherwise there is no quick and easy way for me to determine whether or not they have it."

It's right there: Edit Vendor Name.

"I'm just trying to incorporate this into the financial report.  I can turn this into more than one step I would just rather not...every contractor i've worked for has had to track WC for it's subs."

Yes, it is seen in the Contractor Edition, which you told us you are using.

Did you look?



View solution in original post

Not applicable

Thanks for your  help.

Thanks for your  help.
Established Community Backer ***

Let's first clarify this will not be the WC function in Q...

Let's first clarify this will not be the WC function in QB, which is tied to Payroll and Employees.

"I want to know per month how much I paid to a subcontractor, whether or not they have insurance and the appropriate WC insurance account #."

You can edit their name and track the Insurance info there. You have provided fields for this Additional Info.

The Payments to them are split, like this:

Gross for what you owe, such as $500 labor

negative for insurance holdback -$50 posting to Liability

= Net pay to them $450

Then, you pay out liability to the WC agency.

"I would also like to incorporate WC exp. date but apparently you need to be in a Vendor report to do that."

That is from a List report, and you cannot combine List data with Financial data. The Financial data is from Reports on Transactions.

"The same happens with defined fields."

Don't tr to use Custom fields; they are hardly reportable and only notational.

"I can add a WC # field but it only shows in Vendor type reports and not financial."

You can use Items for that. Set up Other Charge Type Items and use them, one for each WC code.

Gross Pay Labor Service Item $500

Minus WC item

= total payout

Pay the Agency, listing the WC Items on the Items tab.

Now you can report on the WC Codes as Items, the same as Framing or Concrete or Drywall or Graphic Design services.

Not applicable

Thank you.  Yes, this has nothing to do w/P&E in QB.   Th...

Thank you.  Yes, this has nothing to do w/P&E in QB.  
This is the type of WC insurance that the SUBcontractor is required to hold.  We are paying the Sub for work complete.  They are required to hold insurance so that their employees are covered in case of accident.  Our insurance provider audits our company to make sure all our Subs hold this insurance.  If not, OUR insurance goes up to cover the non-insured sub.  Sub's employee gets hurt on a job.  Sub can't deal w/health costs.  Sub employee will sue whoever they can...including the GC.  

Therefore: I want to track whether or not a Sub has insurance.  All I need to do this is to have a field that shows their WC account #.  Subs provide contracts with certificates of insurance to prove that they are covered.  The expiration date will just have to be a bonus.

This is, almost, just a YES/NO check box.  Or...I am willing for it to be that if necc..."hey dummy, they have insurance.  the certificate is in your folder..."  
Otherwise there is no quick and easy way for me to determine whether or not they have it.  I'm just trying to incorporate this into the financial report.  I can turn this into more than one step I would just rather not...every contractor i've worked for has had to track WC for it's subs.

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