How do I enter a contractor in QicWorks?

How do I enter a contractor in QicWorks?

Problem
We hire a subcontractor to complete works. How do I set them up in QicWorks?

Solution

First off, we need to ask what contractor data do you require, as we have two (2) ways to handle contactors within QicWorks.

1. Do you want to capture and invoice their time, similarly to that of your Staff? or

2. Are you not worried about capturing time, and simply want to enter their invoice/bill in as a cost against the job.


1. Contactor setup as a Staff Member 

If you would like your subcontractor to enter a timesheet or sign onto your jobs using your digital bundy clock, you will need to enter their details in the same way you enter Staff, with a couple of exceptions.
Using this method will deem your contractor as an Active Staff member for inclusion in your monthly subscription.
For more information on how to add a staff member see: Action: Add New Staff

Enter Company Details

When in edit/create mode you can type in the name of company that they are employed by. Please be careful - This is a ‘free text’ box which automatically remembers data entered when you click away, push enter or tab.


By doing so, you will now be able to filter your Time Approval screen by selected Company name.


Classification
Don't forget to apply their applicable Classification to capture accurate Net (buy) and Billable (Sell) costings.

Payroll Details
On the  Payroll Details tab for this staff member, simply contractor from the employment term dropdown.


This will filter their time entries to the Contactor tab in Payroll Approval.


If you choose this option, you DO NOT need to enter their invoice/claim into QicWorks. Doing so will cause a duplication of their costs against the job. Instead you will need to manually enter it direct into your accounting software for payment processing.

2. Contractor is a Supplier 

This method simply treats your Contactor as a Supplier.

Here Users can create a purchase order(and subsequently load Bills against it) or enter the invoice direct into QicWorks as an Expense. Regardless of if you enter the Contractor invoice in as a Bill or Expense, QicWorks pushes this data to Xero>Bills to Pay or MYOB>Bills in Draft format.

For more information about expenses see: Expense
For more information about adding bills to purchase orders see: Action: Create Bill
For more information about how expenses appear in your job costs see: Edit Billable Costs






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