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How best to manage Subcontractors

There are two ways to monitor subcontractors into a project: via time entries or through expenses. 

Option 1: Get subcontractors to submit timesheets or submit timesheets on behalf of them

You can easily set up a subcontractor as a user in Projectworks, allowing for the recording of their time. It's not mandatory to activate a login for them; you can enter their hours on their behalf. If you choose this method, you can establish a cost rate for the subcontractor along with an hourly billable rate. This approach will enable you to effectively track costs, revenue, and margins.

Alternatively, you can have the subcontractor log in to Projectworks and enter their own hours, which can then be reviewed and approved by the Project Manager.

Once the hours have been recorded, you can invoice your client based on the time entered by or for the subcontractor.

 

Option 2: Receive invoice from subcontractor and load as an expense in Projectworks

If you do not require subcontractors to enter timesheets and they simply invoice you each month for their work then you can enter the invoice as an expense in Projectworks. 

  1. Depending on whether or not your organisation has created an expense type for subcontractors you may or may not have to create a new expense claim type called something like “Sub Contractor Fee”

    If you do need to create a new expense type please see the below help article
    System > Expense claim types

  2. Enter the expense against the project and make sure you click the “Paid for by the company” option after selecting either “Already paid for” or “Planned or unpaid expense”

    1. You can set the Total Purchase Price as the amount of the invoice (just pay attention to the tax if applicable)

    2. Set the expense as “Billable to the Customer” (assuming you will be on charging this to your customer)

    3. Apply a markup (if desired) to set the billable amount to be what you will invoice the customer

  3. You can now save the expense and it will be available to invoice with the applicable markup if applied

What will this do: 

  • Burn the (customer) project budget to the Billable Amount of the expense

  • Record the cost (purchase price) against the project so is included in margin calculations

  • Will count the revenue (when invoiced) so it is included in the margin calculations