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Level 3


how do I enter the information for my sub-contractors in order to generate a yearly report for workers comp audit.  Do someone have a step by step way to do it.

6 Comments 6
QuickBooks Team


I've got you covered, @cab21.


You can set up your sub-contractors as a vendor and add a custom field to track the worker's compensation. Here's how:


  1. In your QuickBooks Desktop, go to the Vendors menu and select Vendor Center.
  2. In the New Vendor drop-down, select New Vendor.
  3. Fill out the fields on each tab.
  4. In the Tax Settings tab, select and check the Vendor eligible for 1099.
  5. Enter the vendor's tax identification number in the Vendor Tax ID field.
  6. Then, go back to the Vendor's profile and select the Additional Info tab. 
  7. In the Custom Fields section, click Define Fields.
  8. In the Label column, name your custom field (Worker's Comp).
  9. Click OK once finished.


I'm adding these articles for more details: 



You might also want to learn how to manually track Workers’ Compensation in QuickBooks Desktop. Here's an article you can read for more guidance: Get started with Workers Compensation.


Please let me know if you need clarification about this setting up sub-contractors. I'll be standing by for your response.

Community Champion


What information is required on the audit report?

Level 3


the audit report I need has to show Subcontractor total payments for the whole year.  Ex:

John Doe  50,000

I know Quickbooks can calculate this.  I just want the report to show only subcontractors.



Hello there, @cab21.


We can run the Expenses by Vendor Summary report to show all the payments you've made for the subcontractor. 


To start, you can set up Subcontractors as a Vendor type. Here's how:

  1. Go to the Vendors menu at the top.
  2. Double-click on the vendor/subcontractor's name.
  3. In the left tab, click Additional Info
  4. Under Vendor Type, select <Add New>.
  5. Enter Subcontractor as the vendor type name. 
  6. Click OK to save.

After that, to run the Expenses by Vendor Summary report, follow the below steps:

  1. Go to the Reports menu at the top.
  2. Select Company & Financial.
  3. Choose Expenses by Vendor Summary.
  4. Click on Customize Report.
  5. Go to the Filters tab. 
  6. Search and check Vendor Type.
  7. Under Vendor Type drop-down, select Subcontractor.
  8. Click OK to display the customized report.

To learn more about personalizing your reports, please see this article: Customize reports in QuickBooks Desktop


If you have any other questions, feel free to post here anytime. Thanks and have a nice day.

Level 3


I tried what you said .My expenses by vendor summary report is coming up with zeros.  I entered  this fiscal year for date.  Could it be something in the customize report that I am doing wrong?

I did everything step by step. 


QuickBooks Team


Thanks for the prompt response, @cab21


I appreciate you for trying out the steps provided above. 


I'll share insight on the type of report you can run that's specific to your needs. 


I'd recommend you check the Vendor List if the contractors are properly tagged as "Sub-Contractor". If not, the report will definitely show zero. 


Check out these articles below to learn about customizing reports.

Let me know if you need additional assistance with the report. Have a great day!

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