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accontractors
Level 1

Vendor Timesheets TSheets

We recently integrated our TSheets account with Quickbooks.  All of our "employees" in TSheets are actually Vendors/1099s in QB.  The hours are porting over into a Timesheet in QB.  THat is all fine.  The hours are all being applied to specific customers/jobs in QB, that is all fine as well.

 

The problem I am having is that the hours don't translate into costs because I can't figure out how to designate an hourly rate for these contractors.  I asked Tsheets and they said I should set a service rate for the Service Item in QB.  However, the amounts paid to these contractors varies by person.  

 

Ultimately, I am trying to get these costs associated with these jobs to show up on the Job Cost Detail Report.

7 Comments
KhimG
QuickBooks Team

Vendor Timesheets TSheets

Good day, @accontractors

 

Thanks for dropping by the Community. I’m here to share some information about how to designate an hourly rate for your contractors, and associate cost with jobs to show in the Job Cost Detail Report.

 

To set up custom rates for each contractor, you can use the billing rates levels feature. This is available in QuickBooks Desktop for Contractor, Professional Services, and Accountant editions.

 

Billing rate levels allow you to set service item rates for different employees and vendors. Here’s how:
1.    Go to the Lists menu and select Billing Rate Level List.
2.    Select the Billing Rate Level drop-down and choose New.
3.    Enter the billing rate level name then choose the billing rate type.
4.    Hit OK.
5.    Follow the same steps to create more billing rate level.

 

 

 

 

Once done, go to your contractor's profile and set the right rate. To do that, follow the steps below:
1.    Go to Vendors menu and select Vendors Center.
2.    Select a Vendor from the list.
3.    Click Payment Settings, and choose the billing rate for this vendor.
4.    Hit OK to save the changes.
5.    Follow the same steps to set a billing rate for all vendors.

 

 

 

 

For your reference, please check out this article: Set up custom rates or prices for employees, vendors, or customers.

 

After that, create an expense transaction (check or bill) for the time data worked by your contractors and associate the cost to a customer job for it to show on the Job Cost Detail Report.

 

That should do it. Please let me know if you have questions about billing rate level, I’ll be more than happy to answer them for you. Take care and have a great day!

accontractors
Level 1

Vendor Timesheets TSheets

Thank you for the billing rate information!  Will this only work when recording a bill or check?  Tsheets imports the information into a timesheet format, which appears to be only be under the Vendors section.  Even after updating the bill rate information for the Vendor, the hours from the timesheet are not showing up on the Job Cost Detail report.

Anonymous
Not applicable

Vendor Timesheets TSheets

Welcome back to the forum, @accontractors,

 

Allow me to join the conversation and add more information about the billable time in QuickBooks Desktop.

 

You can manually edit an item by adding its Cost. This way you can add the item cost and the billable hours on your bills, so it reflects Job Cost Detail report.

To edit an item, follow the steps below:

  1. Go to Lists.
  2. Choose Item List.
  3. Double-click the item.
  4. Update the Cost field.
  5. Click OK.

That should do it, @accontractors. Once done, you can now track job costing for your billable time. You can check this article to know more about the process: Track job costs in QuickBooks Desktop.

 

Please let me know if you have additional questions. I'll be around to help whenever you needed me. Have a good day!

qbteachmt
Level 15

Vendor Timesheets TSheets

@Anonymous

@KhimG

 

Please Learn from this input.

 

It's Neither of your answers. The Billing Rate Level is a function for Selling the service item at a different Rate (price) based on Who Did the work. The Edit Item Fields are only notational. Neither is the answer for Costs.

 

@accontractors

 

Here's what you need to know: Cost comes from Paying for that time. Not from the timesheet. Now that you have the Time entered and the Vendor Name is at the top of the Weekly Timesheet view or for each Single Activity View, you are ready to Purchase or Pay For that time. When you use Write Check, Enter Credit Card Charge, or Enter Bill, and you assign that the same vendor name is the "payee" here, you will be asked if you are Paying for that time. If you select Yes, to pay for time entered as Time data, you are given a little Date Range to use.

 

And now you have Cost.

 

So, the Service Item(s) should always be two-sided, since you incur it and charge it back. That means the Actual Cost comes from that purchase, and the Cost Side entry in Edit Item is only Notational. If I hire two different Painters, then Cost will vary, but I want to use my same Service item. I would Edit Item and leave the cost as $0, or put a Projected Typical Cost, for purposes of seeing this in my Estimate vs Actuals reporting.

 

Please see my attachment for Two Sided item.

accontractors
Level 1

Vendor Timesheets TSheets

@qbteachmt Thank you - this makes sense and is working the way I need it to now.  I appreciate the insight!

dragonsen
Level 1

Vendor Timesheets TSheets

That's all well and good for those that are using QB Desktop. What about those companies that have converted to QBO?

Rose-A
Moderator

Vendor Timesheets TSheets

Hello, dragonsen.

Allow me to share some information about Tsheets in QuickBooks Online.

 

If the company was converted to QBO and they used to have Tsheets, then check with Tsheets if they can sync the same data to your QBO account. Since Tsheets is available for QBO through the Apps page on your QuickBooks Online account.


QuickBooks displays the list of applications available that matches the description you entered. Once you find the right app, click on it to open. You can also visit this link for a better view: https://apps.intuit.com/. From there, you can find different apps that are compatible and designed to work with QuickBooks Online.

 

As always, you can contact our customer care agents if you'd like someone to be with you as you go through these steps. They can pull up your account in a secure environment and assist you further.

 

To reach us, please follow these steps:

 

  1. Sign in to your QuickBooks Online Company.
  2. Click (?) Help at the upper right corner.
  3. At the bottom, click on Contact us.
  4. Type in your concern then hit Continue.

 I've got your back if you still have questions about Tsheets. Have a great day!

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