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Contractors and QuickBooks Integration

When you use QuickBooks Online and Vantagepoint, you enter contractor records in QuickBooks Online.

Adding New Contractors in QuickBooks Online

Vantagepoint doesn't have contractor records, so when you enter new contractors in QuickBooks Online (Workers > Contractors), they are added in Vantagepoint as vendor-type firms in the Firms hub (Hubs > Firms > Firms).

In addition, you enter an employee record in Vantagepoint in Hubs > Employee > Employees and map the employee to the corresponding vendor-type firm that was added from the contractor record in QuickBooks Online. This employee is referred to as a "contractor" employee. The contractor employees entered in Vantagepoint are not added as employees in QuickBooks Online.

This process allows contractors who are added as employees (contractor employees) in Vantagepoint to do the following:

  • Enter timesheets and expense reports in Vantagepoint so that labor and expenses are applied for project costing and billing invoices.
  • Get paid for expense reports that they submit in Vantagepoint using vendor bills in QuickBooks Online.

The timesheets that contractor employees enter in Vantagepoint are not added to QuickBooks Online for payroll purposes.

Distinguishing Contractor Employees from Non-Contractor Employee in Vantagepoint

In Vantagepoint, if you want to distinguish the contractor employees and the non-contractor employees, do the following when you add a contractor as an employee in the Vantagepoint Employees hub:

  • On the Overview tab, select the Firm checkbox and in the Firm field in the Summary pane, select the associated vendor-type firm that was added to Vantagepoint for the QuickBooks Online contractor.
  • On the Accounting tab, select a contractor labor type in the Labor Type field on the Accounting tab. You set up a labor type specifically for contractors in Vantagepoint in Settings > PSA > Labor Posting.

Mapping Employees in Vantagepoint to the Corresponding Vendor-Type Firm

If you used Deltek Unionpoint to set up the integration between Vantagepoint and QuickBooks Online: You map the contractor employees with the vendor-type firms in Unionpoint.

If you used the Vantagepoint QuickBooks Integration utility to set up the integration between Vantagepoint and QuickBooks Online: You map the contractor employees to the vendor-type firms on the Employee Mapping tab in Utilities > Integrations > QuickBooks. For more information, see Map a Vendor Record to an Employee Record.

Making Changes to Contractors

In Vantagepoint, the fields in the Firms hub for the vendor-type firms that are shared with contractor records in QuickBooks Online are read-only. You must make changes to the shared fields in QuickBooks Online. The changes are updated in Vantagepoint.

Deleting Contractors

In QuickBooks Online you cannot delete a contractor, but you can make it inactive. When you change the status of a contractor to Inactive, the status of the matching vendor-type firm in the Vantagepoint Firms hub is changed to Inactive.