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rhonda28
Level 2

How can I attach an employee to a project?

I have two project managers and I would like to be able to create a report showing which projects they are assigned to.  Ideally this report would also show the profit margin of each project.   Is there a way to do this?

Solved
Best answer December 14, 2020

Best Answers
Ryan_M
Moderator

How can I attach an employee to a project?

Hi @rhonda28,

 

The option to add or assign an employee to your projects is unavailable in QuickBooks Online (QBO).

 

The report you described above is unavailable as well. You do have reports you can run within each project. These are Project profitabilityTime cost by employee or vendor, and Unbilled time and expenses. You can locate these under the Project Reports tab.

 

I can see how these features would become very handy to you, and our other users as well. With that said, we'll be taking note of this,

 

If you have other queries about this feature, take a look at this article: Projects FAQ. It has a list of common questions about the feature, along with their answers. 

 

Feel free to post if you have other concerns about the Projects feature. I'll take care of it. 

View solution in original post

16 Comments 16
Ryan_M
Moderator

How can I attach an employee to a project?

Hi @rhonda28,

 

The option to add or assign an employee to your projects is unavailable in QuickBooks Online (QBO).

 

The report you described above is unavailable as well. You do have reports you can run within each project. These are Project profitabilityTime cost by employee or vendor, and Unbilled time and expenses. You can locate these under the Project Reports tab.

 

I can see how these features would become very handy to you, and our other users as well. With that said, we'll be taking note of this,

 

If you have other queries about this feature, take a look at this article: Projects FAQ. It has a list of common questions about the feature, along with their answers. 

 

Feel free to post if you have other concerns about the Projects feature. I'll take care of it. 

darabia
Level 1

How can I attach an employee to a project?

I could really use this too. I really hope quickbooks adds this ability soon, this would make things a lot easier

Gabrielle13
Level 1

How can I attach an employee to a project?

Has this changed since Dec 2020?

Kristine Mae
Moderator

How can I attach an employee to a project?

Let me share what I know about linking an employee and a project, Gabrielle13.

 

You can only attach an employee to a project when you record a timesheet. I'll show you how:

  1. Click the New button.
  2. Go to Single time activity or Weekly timesheet.
  3. Select the employee, customer/project, and the service worked on.
  4. Tick the Billable (/hr) box if it's billable to the project.
  5. Enter the hour/s.
  6. Click Save and close.

When you create the invoice for the project, you can add the Billable time

 

If you have additional questions, don't hesitate to click the Reply button. We'll get back to you as soon as we can. Take care!

darabia
Level 1

How can I attach an employee to a project?

Will this feature ever be added? It would makes things a lot easier and faster,

GebelAlainaM
QuickBooks Team

How can I attach an employee to a project?

Thanks for joining the thread, @darabia. I'll help you send feedback for you to resolve your concern. 
 

I'd suggest you send feedback to our product developers for this feature in QuickBooks Online to help improve your experience.
 

Here's how:
 

  1. Go to the Gear icon.
  2. Choose Feedback.
  3. Enter your comments or product suggestions.
  4. Then, click Next to submit feedback.
     

You can visit our QuickBooks Online Feature Requests website to track the status of your submitted feedback.
 

You can refer to this article if you want to send invoices over time as you work off an estimate in QuickBooks.
 

If you have any additional information or clarification, let me know in the comment section. I'll be happy to give you a solution for that. Keep safe and have a good day!

ryan_ml
Level 1

How can I attach an employee to a project?

It has been 3 years since the original post. Any updates on this? This would be a great feature to have and a very simple add from QB standpoint. Can you please make it a priority to add this? Thank you!

ryan_ml
Level 1

How can I attach an employee to a project?

It can be as simple as this... see attached. Thank you!

ryan_ml
Level 1

How can I attach an employee to a project?

Also add an employee filter under projects. 

JuliaMikkaelaQ
QuickBooks Team

How can I attach an employee to a project?

It's nice to have you here in the thread, @ryan_ml. Let me share some updates about attaching an employee to a project.

 

Currently, the feature to add the employee to the project is unavailable in QuickBooks Online, and there's no definite timeframe for when this can be added to the program. With this, I recommend sending feedback to let our Product Development team know the importance of this feature and add this to future product improvements. Here's how:

 

  1. Select the Gear icon, then choose Feedback.
  2. Type in your comments or product suggestions.
  3. Select Next to submit.

 

In the meantime, if you have an Advanced subscription and want to add an employee when creating a project, you can add a custom field to the project. However, this process might take a lot of time as you need to add your employees to the fields. You can follow the steps below to create one:

 

  1. Go to the Gear icon, then select Custom fields.
  2. Click the Add field.
  3. Enter Employee in the Name field, then select the Dropdown list in the Data type dropdown.
  4. Manually enter the names of your employees in the Dropdown list item. You can also add another item by clicking the Add item.
  5. Select Project as the category.
  6. You can also select the forms that you want to include in this field.
  7. Click Save.

 

Once done, you can select the employee in the Custom Fields section to manage this project. Otherwise, you can add the employee as a note. You can also refer to the image below:



 

Furthermore, you can manage your projects to track their profitability and add new or existing transactions to track the project's income and expenses. 

 

Also, you can run your financial or profitability reports in QuickBooks Online so you'll have a full view of your business.

 

Let us know if you need further assistance managing your projects or other QuickBooks-related queries. We've got you back and ready to lend you a hand. Have a great day ahead!

ryan_ml
Level 1

How can I attach an employee to a project?

Hi! Thank you for your response! This is great but how do I create a report to show all of the projects associated to an employee after I create this custom field? What can I do with this custom field? The idea is to pull up a report where I can see how many projects a particular employee is managing. Thank you!

ZackE
Moderator

How can I attach an employee to a project?

Thanks for following up with the Community, ryan_ml. I appreciate your detailed information.

 

After creating and using a custom field, you can track it using reports.

 

Here's how:
 

  1. From the Reports screen, use your Find report by name search field to enter the name of a report you want to work with.
  2. Choose your report and click its Gear icon at the top right.
  3. Under Change columns, tick your checkboxes for each custom field you want to add to the report.
  4. Select anywhere outside your settings panel to close it. QuickBooks will add the column(s) to your right side of the report. To reorder them, utilize your Gear icon again and select Reorder columns.

 

I've also included a couple detailed resources about working with custom fields and reports which may come in handy moving forward:

 

 

I'll be here to help if there's any additional questions have an awesome Thursday!

ryan_ml
Level 1

How can I attach an employee to a project?

Hi! Thank you for your response. I can't seem to add the custom field to the project profitability summary report. That would be all I need to accomplish what I'm looking for. Let me know how to accomplish this. Thank you!

AlverMarkT
QuickBooks Team

How can I attach an employee to a project?

Hi, @ryan_ml.

 

I appreciate that you've performed the workarounds my colleagues have recommended. Let me join this conversation and further help you achieve your specifications. 

 

I understand that you have made custom fields for your employees, however, we can't include them in the Project Profitability summary report. The reason for this is that the report only displays income and labor costs data, and the created custom fields aren't linked directly to employees' labor hours. 

 

However, if your goal is to generate a report to show all of the projects associated with an employee, you can use the "Time Activities by Employee detail" report. Let me show you how.

 

  1. Go to Reports.
  2. In the search field, type "Time Activities by Employee detail" and select the report.
  3. Select Customize.
  4. You can select the Group by option, or filter the report to an employee.
  5. Click on Run report.

 

For future reference, here's a guide on exporting reports from QuickBooks Online (QBO) and managing them in Excel to display the data you need: Export reports, lists, and other data from QuickBooks Online.

 

We're always here in the Community should you need further assistance managing your projects in QuickBooks Online. We'll do our best to assist. Take care.

ryan_ml
Level 1

How can I attach an employee to a project?

Thank you for your response. Unfortunately, not what i'm looking for. All I need is to assign a project to an employee and then have a report show how many projects does that employee have assigned to him (currently working on). Using the project status is a great way to filter "in progress" projects and that way I can see if an employee has too many projects assigned to him. Looks like QBO just doesn't have the capabilities to do this. Hopefully soon. If you can think of a workaround let me know and thank you!

 

I use estimates for all of my projects. Maybe add this custom field (employee name) to the estimates and then populate a custom report that shows estimates, projects, and the custom field. Then filter by estimate status (Accepted=Project is In Progress, Pending=Project has Not Started, Closed=Project is Completed)... Could I also filter by custom field? Would this work?

AnneMariee
QuickBooks Team

How can I attach an employee to a project?

Hi there, @ryan_ml.

 

It is currently not possible to assign an employee to a project and generate a report that shows the number of projects an employee is currently working on in QuickBooks Online. Additionally, there is no option to filter reports by custom fields. Therefore, I encourage you to submit a feature request through the Feedback section. This way, our product development team can take note of the need for this feature and consider it for future updates.

 

Here's how to send feedback:

 

  1. Click the Gear icon.
  2. Select Feedback under the Profile column.
  3. Enter your product suggestions.
  4. Click Next to submit.

 

You can track feature requests here: QBO Feature Requests.

 

As an alternative, you can enter the employee's name in the Memo field on your estimates. This way, they can populate the Estimates by Customer report. 

 

Here's how:

 

  1. Click the +New button.
  2. Select Estimate.
  3. Enter the necessary details.
  4. On the Message displayed on statement field, enter the employee you're assigning to the project.
  5. Hit Save and close.

 

Once done, run an Estimates by Customer report. Then, customize the report so it shows the Memo column. I'll guide you on how.

 

  1. On the report page, click Columns.
  2. Locate Memo. Then, click the eye icon so it appears on the report.
  3. Drag it to a position you desire.

 

Once done, you'll see a column on your report with the assigned employee. You can also customize your report further to show the estimate's status.

 

I also recommend memorizing this report to save its settings for future purposes.

 

Please feel free to utilize the reply button if you have any other questions about projects and reports in QuickBooks. I'm just one post away to help you out.

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