Quickbooks Software Setup for Time & Material / Consulting / Staffing Services

  • Status Closed
  • Budget N/A
  • Total Bids 9

Project Description

Need a QuickBooks EXPERT who HAS EXPERIENCE with setting quickbooks for a Time & Material / Staffing / Consulting business


WHEN REPLYING - Provide details on your experience setting QuickBooks for Staffing / Consulting


THERE ARE SOME COMPLEX features we are asking for - MAKE SURE TO READ EVERYTHING BELOW to understand what we want


We are an IT Services / Staffing company, that hires consultants, and places them with clients.

These consultants are hired as W2 employees, 1099 independent contractors or C2C subcontractors

Every week, these consultants send us their timesheets (scanned images in a PDF form)

Entering Timesheet Data / Hours worked by a Consultant during a particual week

- Enter Each Consultant (I guess as a line item), Hourly Pay Rate to them/their C2C employer, Their Bill Rate to client

- On a weekly basis, Enter their hours from timesheets

Every 2 weeks, we pay W2 and 1099s through Intuit Online Payroll Service

- We would like a report from QuickBooks every 2 weeks, that shows hours worked by each consultant, amount to be paid (we want this report exported to Excel XLS format)

- Report of all W2 and 1099 consultants, that have timesheet missing (export all their email address to text or excel file, or automatically send them a reminder email from QuickBooks if possible)

C2C SubContractors, we have different payment methods

- some we pay on a regular basis, e.g. Net-30, Net-45, Net-60 etc

- some We Pay AFTER We receive corresponding payment from the client

- need a report from QuickBooks of all C2C subcontractors that are 'supposed' to get paid in next few days

- *** Sometimes C2C Subcontactor can have multiple consultants assigned to us, with different pay terms. e.g. SubContract ABC Inc. may have given us 3 consultants for placement.. one may be Net-30, another may be Net-45 and 3rd may be we pay them after we

- Different SubContractors get paid via different method - e.g. Mailed Check, Online BillPay, or Electronic ACH

Invoicing Clients

- Once a month, We invoice all clients, for all hours worked during preceding month

- some clients require invoice for full weeks e.g. Monday to Sunday, or Sunday to Saturday

- Some clients require invoices for complete month e.g. March 1 to March 31, even if the 31st falls in the middle of the week

- One large client requires a separate invoice for Each department. a department may have One, or many consultants working there

- Another large client requires 1 invoice, but subtotals for each department, with consultant details e.g. assignment #

Receiving Payments from Clients

- When we receive payment from client, QuickBooks should produce a report of all C2C subcontractors we are supposed to pay, that get paid AFTER we get paid from client


- A/R Aging Report

- Cashflow projection for next biweekly W2/1099 payroll

- Cashflow projection for next week for C2C subcontractors (those who get paid BEFORE we get paid from client) - also need to know which consultants get paid via which method (e.g. Electronic, Mailed Check, Online BillPay)


- One large client, for a particular department says - make sure invoice is not more than $50K.. So if our invoice is $120K, we break it down to 3 invoices for same department

- Sometimes we get a timesheet from a Consultant e.g. for 40 hours, we pay them, but when we invoice client, they approve only 38 hours - so we need to re-adjust the invoice, and also deduct 2 hours from next payment to Consultant

- I am sure there are at least 4-5 other exceptional situations, that I cannot thing of, but you should plan on it, before bidding

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