Temp workers

Tracking your temporary workers in QuickBooks Desktop is quick and easy, KathyP1964.

If you're paying payroll taxes for your temp workers, you can add them as part-timer employees and use the class tracking feature in QuickBooks Desktop.
 

This feature is a user-friendly method and allows you to get up and running quickly. Greater control over expense categorization is the primary benefit of class tracking, which makes sorting expenses easier.

In QuickBooks, you can create classes that you assign to transactions. This lets you track account balances by department, business office or location, separate properties you own, or any other meaningful breakdown of your business.

To turn on this feature, here's how:

1. On your QuickBooks Desktop screen, click Edit at the top menu bar and choose Preferences.
2. Select Accounting, then go to the Company Preferences tab.
3. Select the Use class tracking for transactions checkbox.
4. If you want a reminder when you haven't assigned a class, select the Prompt to assign classes checkbox.
5. Select OK.

Once done, you can create a class and assign it when you process a paycheck for your temporary workers.

However, if you're not paying payroll taxes for them, you can add them as vendors and assign a class when issuing a check.

For more details about this feature, check this out: Set up and use class tracking in QuickBooks Desktop. This article gives you lists of transactions you can use to assign a class as well as a link to know what reports you can pull up to track them.

If you have any other concerns, please let me know. I'll be more than willing to lend you a hand. Have a good one.

The temporary company is paying all of their taxes. They are NOT my employees. All I pay is the bill that the Temporary company send me every week.

Hello there, @KathyP1964.

You can create a bill and assign a job or class to track your temporary workers in QuickBooks Desktop. Let me guide you how.

1. Go to the Vendors.
2. Click Enter Bills.
3. Select the vendor, then choose the date.
4. Choose the expense account or the item.
5. Enter the amount.
6. If you are tracking billable expenses, select the customer job and put a checkmark in the Billable column.
7. Select Save & Close.

For more detailed steps, you check out this article Enter bills.

Once done, you can assign a job or class to either items or accounts. However, you also have the option to only assign a class to Accounts, Items, and Names depending on what you prefer. Here's how:

For more information about this process, you can read this article: Set up and use class tracking.

Please don't hesitate to post again or leave a comment should you have any other concerns. I'm always here to help. Take care!

Not what I need, but thank you very much.

Hi, I believe i have the same question or concern. We are trying to "track hours" to each job in QuickBooks but can not figure out how to set it automatically. we are currently doing it manually which does not seen like the only way. thanks

Good day to you, @Donovanbro.

The option to automatically track time to your customer's job isn’t possible in QuickBooks Desktop (QBDT) software.

As a way around, you can look for a third-party app that lets you automatically track hours to your job. You can go to the App Center in your software and look for an app from there.

Also, to stay current on  the latest features and updates about QBDT, check out our Product Updates page for reference.

In addition to this let me also add this article that lets you seamlessly track the time of your employees: Set up time tracking.

Let me know if there’s anything else you need help with in managing your jobs or any QuickBooks-related concern. I’m more than happy to help and get you back in running your business. Have a great day ahead and take care.

I have the exact same challenge as Kathy except, I'm using QB online. Any advice?

Tracking temporary workers in QuickBooks Online (QBO) is easy, and I'm here to show you how, @tarik1.

When the temporary workers aren't your employees, and the contracted company is paying all of their taxes, you'll have to create a bill and assign a job or class (available in QBO Plus and Advanced) to track them. This is because you're just paying the bill that the contracted company sent you every week. 

Then, make sure you allocate the bill to the appropriate category (i.e., expense) to keep your financial data accurate. With this, I encourage you to reach out to your accountant to help you choose the right one based on your scenario. Whenever you're ready, here's how to enter a bill into QBO:

1. Go to the + New button.
2. Select Bill.
3. From the Vendor dropdown, select the contracted company.
4. Fill in all other necessary details of the bill (i.e., date and terms).
5. Enter the bill details in the Category details section. From the Category dropdown, select the expense account you use to track expense transactions. Then enter a description. 
6. Enter the Amount, Tax, and Class details.
7. When you're done, select Save and close.

I've attached a screenshot below that shows the last five steps.

After that, record the bill payments. There are two ways to record depending on if you paid by credit card or with a check. For the step-by-step guide, you can refer to this article's Record payments towards bills section: Enter bills and record bill payments in QuickBooks Online.

Once done, I'd recommend pulling up the Bills and Applied Payments report. This way, you can effectively monitor the payments you've made and the contracted company's bills that go with them. To do this, go to the What you owe section from the Reports menu's Standard tab.

Also, I'm adding this article to further guide you in assigning classes to transactions in QBO: Track your transactions by class.

Let me know if you have any other concerns about managing temporary worker transactions in QBO. I'm just around to help. Take care, and wishing you continued success.

QB and QB time integration and their customer service is useless! 

Set your temps up as contractors. Its the only way I have found so far. I just need to keep time so I can download the reports and submit them back to the temp agency. EYEROLL!

Have the same issue. We employ help through a temp agency and I can't find a way to have their hours tracked internally. The bigger QuickBooks gets the worse it gets. Even my CPA pretty much says so.

At the very least they could have a model company that users could learn and try things in without worrying that they'll duplicate their check register three times because the bank has a security issue downloading data or create something that hey have to spend an hour with tech support trying to undo.