Tracking time/cost of subcontracted labor on projects

  • 1
  • Problem
  • Updated 2 years ago
  • In Progress
We sometimes have subcontractors or freelancers work on projects. I need help to understand the best way to track their fees (or hours) against the projects they work on. We are a professional services organization using PSM with the QuickBooks Online integration for project invoices. 
Photo of Tony Weber

Tony Weber

  • 80 Posts
  • 12 Reply Likes
  • unsure

Posted 3 years ago

  • 1
Photo of Aashnee Kamboj

Aashnee Kamboj, Community Moderator

  • 1595 Posts
  • 109 Reply Likes
HI Tony,

Thank you for using Replicon Community!

May we confirm if these freelancers are added in the Replicon instance?

Thanks,
Aashnee
Photo of Tony Weber

Tony Weber

  • 80 Posts
  • 12 Reply Likes
They are not. It might be better to not think of them as "freelancers". It is going to be a company that is essentially a sub-contractor. They are going to do something and invoice us. We need to track the invoice(s) against the project budget it applies to. We also would ideally be able to plan/forecast this this. It's kinda like an expense and kidna like a placeholder resource. 
Photo of Aashnee Kamboj

Aashnee Kamboj, Community Moderator

  • 1595 Posts
  • 109 Reply Likes
Hi Tony,

Thank you for the clarification.

IN order to track the employee hours and invoice these hours it is necessary that these users are created in Replicon. They can enter time against the projects and these hours can then be invoiced in Replicon. It is possible to perform Project Costing, however, you would need additional modules for the same (either timecost or PPM). Click Here to check the product differentiation.

Let me know if my understanding differs the issue.

Thanks,
Aashnee
Photo of Tony Weber

Tony Weber

  • 80 Posts
  • 12 Reply Likes
Any news on this? Surely, I'm not the first or only person that has this need.
Photo of Aashnee Kamboj

Aashnee Kamboj, Community Moderator

  • 1595 Posts
  • 109 Reply Likes
HI Tony,

I am awaiting an update from the product management team. I will update the thread moment I have information on the same

Thanks,
Aashnee
Photo of Eickhoff, Lynette

Eickhoff, Lynette

  • 2 Posts
  • 1 Reply Like
I just located this thread and am also looking for a way to enter subcontractors and other expenses (GPS rental, GPS usage, car rental, etc. to our projects. IT would be extremely helpful for our project managers to have this information when they are reviewing their budgets. Please let me know if there is any update. Thank you.
Photo of Aashnee Kamboj

Aashnee Kamboj, Community Moderator

  • 1595 Posts
  • 109 Reply Likes
Hi Lynette,

For the issue that you have reported, we assume the best way is to add Expense Codes with names - GPS rental, GPS usage, car rental and add these to your project. The users can then use this project and these expense codes in their expense sheet and the same can be used for tracking through reports.

Thanks,
Aashnee
Photo of Eickhoff, Lynette

Eickhoff, Lynette

  • 2 Posts
  • 1 Reply Like
This works well for those costs that are going to be reimbursed to the employee. This does not work for subcontractors or other costs that are not reimbursable to the employee. Any other suggestions would be appreciated. Thank you.
Photo of Aashnee Kamboj

Aashnee Kamboj, Community Moderator

  • 1595 Posts
  • 109 Reply Likes
HI Tony,

Apologies for the delay in the response. 

As for your issue, we can suggest you to create a task for the contractors in that project. Assign this task to those contractors and divide the budget based out on the tasks. 

Alternatively, you can have a new project created and add a separate budget to that project and track this separately.

All of these can be marked in the invoice and synced accordingly

Thanks,
Aashnee 
Photo of Linda Kang

Linda Kang

  • 3 Posts
  • 0 Reply Likes
If you create a new project to separately track contractor hours, how do you sync the two projects together?
Photo of Aashnee Kamboj

Aashnee Kamboj, Community Moderator

  • 1595 Posts
  • 109 Reply Likes
Hi Linda,

You can have the projects added to a program.

Thanks,
Aashnee
Photo of Tony Weber

Tony Weber

  • 80 Posts
  • 12 Reply Likes
So, then we'd essentially be creating a program for what is actually a single project, as a workaround to join two projects due to the inability of Replicon to handle what I see as a common use case of Professional Services! And in doing so, how would we effectively get project reporting when we are "splitting" a single contract's project into two projects?
Photo of Aashnee Kamboj

Aashnee Kamboj, Community Moderator

  • 1595 Posts
  • 109 Reply Likes
Hi Tony,

The reporting can then be done at the program level
Photo of Drema Herron

Drema Herron

  • 32 Posts
  • 5 Reply Likes
Hi Tony - we accomplish this by utilizing the custom project fields and manually entering. You may be able to update the custom field with your QB online process though.