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rjmccann
Level 2

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

I'm looking at using Tsheets to record time for QuickBooks, but it appears to limit timesheets being used by employees on the listed payroll. I have subcontractors that I also want to record their time as well. (The old QB Pro Timer is able to to do this I've still been using that one.) Is it possible to set up Tsheets for vendors/subcontractors to use the system as well?

Solved
Best answer June 01, 2020

Best Answers
sberti
Moderator

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

@rjmccann, thank you for reaching out to us here at The Community, my name is Sherissa and I am more than happy to assist you today!

 

You can bring over 1099 Contractors & Vendors from QuickBooks to TSheets;

  • First, you will have to make sure they have a First & Last name in the First & Last name Fields (in their QuickBooks Profile).
  • Then in TSheets, when you do the Integration - or after the Integration, you will go to the Preferences for your QuickBooks Integration (Top Right Corner)
  • You will check the box for Allow Contractors & Vendors to come over into your TSheets Account!
  • Then you will run a sync and all the 1099 Contractors & Vendors will come over, just like the other employees did!

They will track time just like your other users, but rather than paying them through payroll you will pay them through Vendor Billing!

 

I hope this helps if you need anything else please reach back out to us here at The Community!

View solution in original post

15 Comments
sberti
Moderator

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

@rjmccann, thank you for reaching out to us here at The Community, my name is Sherissa and I am more than happy to assist you today!

 

You can bring over 1099 Contractors & Vendors from QuickBooks to TSheets;

  • First, you will have to make sure they have a First & Last name in the First & Last name Fields (in their QuickBooks Profile).
  • Then in TSheets, when you do the Integration - or after the Integration, you will go to the Preferences for your QuickBooks Integration (Top Right Corner)
  • You will check the box for Allow Contractors & Vendors to come over into your TSheets Account!
  • Then you will run a sync and all the 1099 Contractors & Vendors will come over, just like the other employees did!

They will track time just like your other users, but rather than paying them through payroll you will pay them through Vendor Billing!

 

I hope this helps if you need anything else please reach back out to us here at The Community!

View solution in original post

rjmccann
Level 2

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

Thanks, I found the function after some digging.

sberti
Moderator

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

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

shannonhahn
Level 1

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

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!

txblues2
Level 1

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

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?

sberti
Moderator

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

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.

txblues2
Level 1

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

I am using Quickbooks online.  Thanks!

ReymondO
QuickBooks Team

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

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 dateDue 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.

bill new.PNG

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!

sveawade
Level 1

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

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.  

MaryLurleenM
Moderator

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

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:

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

ozdavis
Level 2

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

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

ozdavis
Level 2

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

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

K_Siman
QuickBooks Team

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

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. :)

ozdavis
Level 2

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

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

K_Siman
QuickBooks Team

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

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!

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