TSheets - can you record subcontractors time without listing them on the payroll?

Thanks, I found the function after some digging.

@rjmccann, Awesome! I am glad to hear that! If you need anything else please let us know :)

Hi! I have the same question, but I don't see that option when I click Preferences. The only thing I have under Other Options is Payroll Item Mapping Tool. Am I missing it? Thanks!

But does this mean that you have to manually calculate each contractors pay/bill as a vendor?   When I go to the contractor in quickbooks, I can see their timesheet imported, but I cannot "add it to a vendor bill".   When I create a bill/expense under the corresponding vendor, there is no #of hours or hourly rate or ability to link a timesheet.      So do we have to manually calculate a lump sum bill for a contractor?

Hello @txblues2, welcome to the Community!

First, do you have QuickBooks Online or QuickBooks Desktop?

This will help me in assisting you with Vendor Billing, hope to hear from you soon.

I am using Quickbooks online.  Thanks!

Thanks for getting back to this thread and adding a clarification, @txblues2.

Let me share more details about linking a timesheet to a bill in QuickBooks.  

Once you sync QuickBooks with TSheets, this will allow you and your employees to track time on-the-go. You can use that time data for automated payroll and invoicing, then help with your job costing needs.

However, the option to add or attach timesheet details to a bill is unavailable in QuickBooks. Although, you can manually create a bill to record the payment you've made with your contractor in the program. Let me show you how:

1. Click the + New icon and select Bill.
2. From the Vendor drop-down, select a vendor/contractor.
3. Enter the Bill date, Due date, and Bill no. as they're recorded on the bill.
4. Add the bill details in the Category details section. From the Category dropdown, select the expense account you use to track expense transactions. 
5. Enter the Amount and tax.
6. When you're done, select Save and close.

For more information, see QuickBooks integration preferences.

You're more than welcome to visit this thread again if you have other QuickBooks and TSheets integration questions. Just add the details of your concern here and I'll help you out. Keep safe!

Hello, 

I work with a company that has all 1099 contractors. Can you track their time in sheets and export it to Quickbooks? I do not see an option to approve time for my contractors within QuickBooks, just for employees which we have none.  

Yes, you can use Tsheets for tracking contractors' time, sveawade.

1. Open TSheets in any web browser.
2. Click the Quickbooks dropdown at the top right corner of the screen.
3. Select Preferences.
4. In the window that opens, under Other Options, make sure that Import Vendors as Employees is checked.
5. Close the window.
6. Click the QuickBooks dropdown again and select Import.
7. Once the import is complete, click that QuickBooks dropdown one more time and View Sync Log to ensure there are no errors.

 This allows you to import your vendors from QuickBooks into TSheets as employees. This is frequently used by companies that employ 1099 contractors.

Check these articles for more information:

• Integrate TSheets and QuickBooks Online
• About QuickBooks integration preferences in TSheets

If you have further questions, please drop a reply below.

Hello, 

I hope you are doing well. I followed the steps to export my vendor time successfully to QBO from TSheets. The sync log in TSheets shows that it was successfully exported.

However, now I cannot find the vendor time anywhere in QBO. TSheet support is clueless as to where the time went. They are telling me to call QBO after a 30 support chat. Would you be able to help me locate the imported vendor time in QBO?

Thank you.

Oz

Oz

Hello ReymondO,

The time that was imported into QBO from TSheets for vendors is nowhere to be found. Where does it go? The steps you provided do not seem to show where the imported time comes into play.

Thank you.

Oz

Good morning, @ozdavis! Thanks for reaching out to us here in the Community. I'd love to help you find that vendor time in your account.

That's great that the sync log says the time exported successfully. Once the time is exported, you'll want to find it in Quickbooks Online. Let me walk you through how to accomplish this:

1.  Go to +New on the left menu
2. Underneath Employees, click on Weekly Timesheet.

If you're looking to add the time to your vendor bill, as mentioned above, you'll need to enter the time manually since it doesn't pull from the weekly timesheet. 

Here's an article to help you with those steps: Enter bills and record bill payments in QuickBooks Online.

As always if you have any questions, reply to this post and we'll help you out. :)

Thank you for responding @K_Siman . I appreciate your time.

I just received additional guidance from TSheets support that helped me understand the steps you provided. I believe I am good now. 

I clicked + on top left and went to Weekly Timesheets and was able to see the imported time for the vendor. From here I can make the time billable, which is great.

How do I pay the vendor for their time from this screen?

Oz

Thanks for coming back, @ozdavis! I definitely understand wanting to bill vendors directly for their time. I highly suggest leaving that feedback for our developers so we know how QuickBooks can improve and make running your business easier! Here's an article explaining how to do that: How do I submit feedback?

You can still use the vendor's and employee's time for invoices if you need to. As long as the time is marked as billable in TSheets, once you export you can create an invoice and add the time tracked there. Once you create your invoice, the time will show up on the side panel and you can add it directly. 

Thank you again for taking the time to come back and let us know your thoughts. We truly appreciate our customers!

Hey there- one of my contractors who I’ve been using tsheets to track time for is no longer showing up in QB time. She has still been clocking in and sent me a screenshot of her hours but it’s not showing on my page except for June 16. It seems she was automatically archived after that and when I go to “my team” and try to unarchive her it says “u able to unarchive employees and quickbooks users” 

PLEASE HELP!!

Hi there, David1872.

Thanks so much for joining the conversation and letting me know about what's going on in your QuickBooks Time account. I want to be sure you and your contractor are able to see consistent info and that you can get her unarchived.

In this instance, my first recommendation is to check for any syncing issues between their app and the web. Some things to look out for include:

• making sure the app is up to date.
• checking for any settings that would interfere with syncing (low power mode, battery saving mode or optimization, etc.)
• forcing a sync within their app by going to the profile circle in the upper left hand corner, then tap the two arrows next to last sync.

The following linked article provides even more info about best practices for using the QuickBooks Time mobile apps.

Additionally, is there a chance this particular contractor would be archived in your QuickBooks Online account? If so, that would cause them to show as archived in QB Time as well. Here's how to check:

1. Hover over Payroll, then click Contractors.
2. Click the Active drop-down menu and choose Inactive.
3. If the contractor shows in the inactive list, they've been archived in QBO.
4. You can reactivate them by clicking their name, choose Inactive under their name, then select Mark as active.

Lastly, if the issue persists, I recommend reaching out to a member of the QB Time Support Team. Agents have specialized tools to take a more in depth look at your account to determine what's causing this issue. Here's how to get in touch with the team: Contact QuickBooks Time support

You'll get the answers you're looking for and be back up and running in no time. However, if there's anything else I can help with please let me know!