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rhonda28
December 14, 2020
Solved

How can I attach an employee to a project?

  • December 14, 2020
  • 4 replies
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I have two project managers and I would like to be able to create a report showing which projects they are assigned to.  Ideally this report would also show the profit margin of each project.   Is there a way to do this?

Best answer by Ryan_M

Hi @rhonda28,

 

The option to add or assign an employee to your projects is unavailable in QuickBooks Online (QBO).

 

The report you described above is unavailable as well. You do have reports you can run within each project. These are Project profitability, Time cost by employee or vendor, and Unbilled time and expenses. You can locate these under the Project Reports tab.

 

I can see how these features would become very handy to you, and our other users as well. With that said, we'll be taking note of this,

 

If you have other queries about this feature, take a look at this article: Projects FAQ. It has a list of common questions about the feature, along with their answers. 

 

Feel free to post if you have other concerns about the Projects feature. I'll take care of it. 

4 replies

R
Ryan_MAnswer
December 14, 2020

Hi @rhonda28,

 

The option to add or assign an employee to your projects is unavailable in QuickBooks Online (QBO).

 

The report you described above is unavailable as well. You do have reports you can run within each project. These are Project profitability, Time cost by employee or vendor, and Unbilled time and expenses. You can locate these under the Project Reports tab.

 

I can see how these features would become very handy to you, and our other users as well. With that said, we'll be taking note of this,

 

If you have other queries about this feature, take a look at this article: Projects FAQ. It has a list of common questions about the feature, along with their answers. 

 

Feel free to post if you have other concerns about the Projects feature. I'll take care of it. 

G
Gabrielle13
September 28, 2021

Has this changed since Dec 2020?

Kristine Mae
Kristine Mae
September 28, 2021

Let me share what I know about linking an employee and a project, Gabrielle13.

 

You can only attach an employee to a project when you record a timesheet. I'll show you how:

  1. Click the New button.
  2. Go to Single time activity or Weekly timesheet.
  3. Select the employee, customer/project, and the service worked on.
  4. Tick the Billable (/hr) box if it's billable to the project.
  5. Enter the hour/s.
  6. Click Save and close.

When you create the invoice for the project, you can add the Billable time. 

 

If you have additional questions, don't hesitate to click the Reply button. We'll get back to you as soon as we can. Take care!

D
darabia
January 9, 2021

I could really use this too. I really hope quickbooks adds this ability soon, this would make things a lot easier

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ryan_ml
January 11, 2024

It has been 3 years since the original post. Any updates on this? This would be a great feature to have and a very simple add from QB standpoint. Can you please make it a priority to add this? Thank you!

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ryan_ml
January 11, 2024

It can be as simple as this... see attached. Thank you!

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ryan_ml
January 11, 2024

Also add an employee filter under projects. 

AlverMarkT
AlverMarkT
January 11, 2024

Hi, @ryan_ml.

 

I appreciate that you've performed the workarounds my colleagues have recommended. Let me join this conversation and further help you achieve your specifications. 

 

I understand that you have made custom fields for your employees, however, we can't include them in the Project Profitability summary report. The reason for this is that the report only displays income and labor costs data, and the created custom fields aren't linked directly to employees' labor hours. 

 

However, if your goal is to generate a report to show all of the projects associated with an employee, you can use the "Time Activities by Employee detail" report. Let me show you how.

 

  1. Go to Reports.
  2. In the search field, type "Time Activities by Employee detail" and select the report.
  3. Select Customize.
  4. You can select the Group by option, or filter the report to an employee.
  5. Click on Run report.

 

For future reference, here's a guide on exporting reports from QuickBooks Online (QBO) and managing them in Excel to display the data you need: Export reports, lists, and other data from QuickBooks Online.

 

We're always here in the Community should you need further assistance managing your projects in QuickBooks Online. We'll do our best to assist. Take care.

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ryan_ml
January 11, 2024

Thank you for your response. Unfortunately, not what i'm looking for. All I need is to assign a project to an employee and then have a report show how many projects does that employee have assigned to him (currently working on). Using the project status is a great way to filter "in progress" projects and that way I can see if an employee has too many projects assigned to him. Looks like QBO just doesn't have the capabilities to do this. Hopefully soon. If you can think of a workaround let me know and thank you!

 

I use estimates for all of my projects. Maybe add this custom field (employee name) to the estimates and then populate a custom report that shows estimates, projects, and the custom field. Then filter by estimate status (Accepted=Project is In Progress, Pending=Project has Not Started, Closed=Project is Completed)... Could I also filter by custom field? Would this work?

A
AnneMariee
January 11, 2024

Hi there, @ryan_ml.

 

It is currently not possible to assign an employee to a project and generate a report that shows the number of projects an employee is currently working on in QuickBooks Online. Additionally, there is no option to filter reports by custom fields. Therefore, I encourage you to submit a feature request through the Feedback section. This way, our product development team can take note of the need for this feature and consider it for future updates.

 

Here's how to send feedback:

 

  1. Click the Gear icon.
  2. Select Feedback under the Profile column.
  3. Enter your product suggestions.
  4. Click Next to submit.

 

You can track feature requests here: QBO Feature Requests.

 

As an alternative, you can enter the employee's name in the Memo field on your estimates. This way, they can populate the Estimates by Customer report. 

 

Here's how:

 

  1. Click the +New button.
  2. Select Estimate.
  3. Enter the necessary details.
  4. On the Message displayed on statement field, enter the employee you're assigning to the project.
  5. Hit Save and close.

 

Once done, run an Estimates by Customer report. Then, customize the report so it shows the Memo column. I'll guide you on how.

 

  1. On the report page, click Columns.
  2. Locate Memo. Then, click the eye icon so it appears on the report.
  3. Drag it to a position you desire.

 

Once done, you'll see a column on your report with the assigned employee. You can also customize your report further to show the estimate's status.

 

I also recommend memorizing this report to save its settings for future purposes.

 

Please feel free to utilize the reply button if you have any other questions about projects and reports in QuickBooks. I'm just one post away to help you out.

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