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hec_user
Level 3

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

I have been going around a bit on this question with the wonderful staff at QBO and QB Time.  However, I am not sure we have come up with an answer.

 

I have vendors, projects, and services created in QBO that I have synched to QB Time.  I then would like a vendor to fill out their time, project, and associated service.  

Ex:  Vendor (Test) works for Project A with the service of "Writing" that pays $20/hr.  Test works for 1 hour.

Screen Shot 2021-08-04 at 4.18.15 PM.png

I would then import this into QBO.  If I navigate to this project, it will only show me the vendor's hourly rate ($15/hr) as the cost and not the service rate ($20/hr).

Screen Shot 2021-08-04 at 4.22.02 PM.png

 

Is there a way to associate the service rate with the vendors time entries?

 

Thank you

18 Comments 18
john-pero
Community Champion

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Service items that you perform and then charge a higher rate can be set up that way as two sided. Look for something in the item setup that says something like "this item is purchased and then resold to customers" and checkvtge box which allows you to add the selling price in addition to your cost. In this fashion a non inventory service acts similar to an inventory product for resale.

 

It is nothing specific to Time and your selling price will not show in Time but when you create an invoice in QB for "writing" it will post as $20/hr as price to customer

hec_user
Level 3

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Thank you for that info, John-Pero. 

 

So, I should be able to take all of the time entries from "Test" vendor, assign the service (they chose in QB Time) and pay the vendor based on the cost of the service and not on the vendor's hourly rate?

 

For example the vendor has three items

1.  Project A - Service 1 ($30) - 1 hour

2.  Project A - Service 2 ($60) - 1 hour

3.  Project A - Service 3 ($10) - 1 hour

TOTAL                           ($100)

 

If I navigate to QBO, I would like to run a report to see how much cost Project A cost and how much Test vendor was paid.

 

Presently, I don't see this rate reflected in the details of the project.  Thank you so much.

AlexV
QuickBooks Team

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Hello hec_user!

 

Allow me to share some details about importing time entries.

 

You'll want to make sure that the assosciated service items are set to billable. Select Preferences from the QuickBooks drop-down. Look for the billable option and turn it on. You also want to reach out to QuickBooks Time Team so they can check your company setup.

 

Once done, the exported entries will contain the service item cost. You can also pull up the same report to show the time and vendor cost. You can customize it to filter the data and get accurate info. 

Leave a comment again here if you have additional concerns. Thanks!

hec_user
Level 3

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Thank you Alex,

 

I appreciate your help on this.  When you say "You'll want to make sure that the assosciated service items are set to billable. Select Preferences from the QuickBooks drop-down. Look for the billable option and turn it on."

 

Are you referring to the dropbox down in QB Time from the photo below?  Thank you.

Screen Shot 2021-08-05 at 3.36.42 PM.png Screen Shot 2021-08-05 at 3.36.53 PM.png

Adrian_A
Moderator

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Hi there, hec_user.

 

You're correct. You'll have to tick the Require Billable yes/no choice field on the screenshot you've provided.

 

Then, you'll have to set up the billable rate on your QuickBooks Online account to associate it with the vendors time entries. Let me guide you with these steps:

 

  1. From the Expenses tab, select Vendors.
  2. Click the vendor's name.
  3. At the top-right part, click Edit.
  4. Enter the Billing rate (/hr).
  5. Click Save.

 

 

Once done, the changes will automatically sync on your QuickBooks Time account.

 

I've also added this article on how to track hours: Turn on and set up time tracking in QuickBooks Online.

 

There you have it. Don't hesitate to mention my name if ever you need extra help in tracking time. Have a good one!

hec_user
Level 3

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Thank you @Adrian_A and @AlexV ,

 

That makes sense.  I have assigned a cost and rate /hr to the vendor in QBO. 

Screen Shot 2021-08-06 at 9.23.10 AM.png

The time entries imported from QB Time accurately reflects the vendor rate, but I would like the cost of the time entries to represent the cost of the services.  So, when I pay the vendor, they are being paid the rate of the cost of the service instead of their cost rate (seen in the screenshot).

 

Does that make sense?

 

QB Time - Time Entry 1

8/3/2021 - Testy (vendor) - Prison Performing Arts (projects) -  Article (service)

Imported into the QBO

Screen Shot 2021-08-06 at 9.39.31 AM.png

Adrian_A
Moderator

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Thanks for getting back to us, hec_user.

 

If you want the cost of service to show on the transaction, you'll have to enter the rate on the item. Here's how:

 

  1. From the Sales tab, select Products and Services.
  2. Locate the item and click Edit.
  3. Enter the cost of service on the Cost field.
  4. Click Save and close.

 

You can also check this reference on how to manage product and service item in QuickBooks: Track and manage product and service items you sell.

 

You can always get back to this thread if there's anything that I can help you with. Stay safe!

hec_user
Level 3

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Thank you @Adrian_A .  I have had this part set up but for whatever reason the information does not seem to be populating.

QB.png

I had a call with QB Time and QBO and they had said that this might only be possible to have work with employees and not vendors?  Would you know if this is true?

Rose-A
Moderator

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Hey there hec_user.

 

Yes, that's correct. This will work with employees only and not for vendors. As a way around, you might want to edit the transaction with the correct cost rate.

 

To know more about how QuickBooks Time works in QuickBooks Online, see the following resources below. On the same link, you'll find steps on how to manage and edit hours:

 

Unlock QuickBooks Time timesheets exported to QuickBooks.

Edit or delete your timesheet in QuickBooks Time Web.

 

I always got you're back if you have any other QuickBooks concerns. Have a wonderful day!

hec_user
Level 3

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Thank you @Rose-A .  I am very curious by the statement "As a way around, you might want to edit the transaction with the correct cost rate."

Would I edit this transaction in QBO?. If so, the only place I see the transaction showing up is under the "Projects> Name of Project.  However, if I click to edit the entry, I receive an error (screenshot).  This error happens reliably every time.

 

  Is there another place I should look?  Thank you!Screen Shot 2021-08-06 at 4.25.22 PM.png

 

Screen Shot 2021-08-06 at 9.39.31 AM.png

JessT
QuickBooks Team

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Hi hec_user,

 

We can do the basic browser troubleshooting steps to get rid of this error.

 

To start, you'll want to sign in to QuickBooks using a private browser. This step disables its extensions and stops the cache from saving your browsing history.

 

  • Google Chrome: Ctrl + Shift + N
  • MS Edge and Firefox: Ctrl + Shift + P
  • Safari: Command + Shift + N

 

If you can now edit the transaction, you can go back to your regular browser and clear its cache. If not, please try other browsers to see if we get the same thing.

 

If the error persists, please contact our QBO Team to check this further. They can start a screen-sharing session to gather more details about this behavior.

 

I'm just around if you have other questions with QuickBooks. Take care and have a good weekend!

hec_user
Level 3

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Thank you @JessT ,

 

This is helpful.  I have tested on multiple browsers and windows with the same error so I will give tech support a call on Monday.

 

One question as another potential work around.  Is there a way to import time items for a project(s) using a CSV file?  For example, if I have a CSV file of time entries for a project with services, vendors and times, could I just import using a properly formatted CSV file?

 

Thank you.

katherinejoyceO
QuickBooks Team

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Thanks for your prompt reply, @hec_user. At the moment, importing any transactions to Project in QBO is unavailable. However, you can use a third-party paid app at the customer or vendor level but not into Project. 

 

You'll want to import Invoices and Bills to the Customer and Vendor level. Then, manually change the Invoice to a Project. Here's how: 

 

  1. Go to the Gear icon on top.
  2. Select Tools, then choose Import Data.
  3. Select the specific data you want to import. 
  4. Once you have all the mandatory fields, select Browse, then select your .csv file.
  5. Select Open, then select NextNote: You are required to populate the Line Account field even if you are only importing bill or invoice totals. 

 

For future reference, visit our article that tackles common questions about importing data to QuickBooks Online

 

I'm always around here at your service if you have additional questions. Have a wonderful day!

 

hec_user
Level 3

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Thank you @katherinejoyceO ,

 

I appreciate this insight.  This could work, my only concern is the amount of vendor line items (> 200 per month) would have to each be converted to a project so I can track the info.  

 

It seems to do what I want with the least amount of manually entry, I would either:

  1. Use your suggestion of a 3rd party app and import and then change to a project
  2. Convert all vendors to employees to get the direct time entries from QB Time
  3. Send all the line items from vendors in QB Time into QBO and then edit each entry to change the cost associated with the vendor.

    Do these all seem correct, or am I missing anything?

Thank you!

MorganB
Content Leader

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Hello, hec_user.

 

Thanks for following up on this thread.

 

To answer your question, yes! You've got it right. Those are the available options for using a third-party app and converting for time and cost purposes. I recommend contacting your accountant to be sure of the best way to get this done based on your unique business setup. If you don't currently have an accountant you can find one specifically trained in QuickBooks with a quick search on the ProAdvisor site

 

If you have any other questions of concerns, please don't hesitate to reach back out. I'll be here to help in any way that I can!

hec_user
Level 3

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Thank you @MorganB ,

 

Where are the 3rd part apps for QBO located so I can look to see if any might work?

 

Thanks again for your help.

MadelynC
Moderator

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

You’re most welcome, @hec_user. I’m glad to help and walk you through how to look for third-party apps that are compatible with QuickBooks Online (QBO).


To do that, you can visit our QuickBooks App Center. From there, you can choose which one works best for your needs. I also suggest reading reviews or feedback from other users to help you decide further.


Also, you can go to your Apps menu within your QBO account. It allows you to find, add and manage apps. I’m glad to show you the steps:

 

  1. From the left pane, select Apps.
  2. Enter a keyword in the Search field, then press Enter on your keyboard.
  3. Choose and then select the app to view the details.


Our Support page and the QuickBooks Resources Center provide access to learning materials that can help manage your business. You can select each topic or click the Signup button so you’ll get insights and news delivered to your inbox.


We'll be right here if you need more assistance with this. Have a great day and always take care!

hec_user
Level 3

Quickbooks Time: Importing projects and services for vendors into QBO and track each time by service cost

Thank you for your help.  This will help get me started.  Thanks again.

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