The Subcontractor Report has billing records for each service completed by your subcontractors on the sites you assigned them. These records include total amounts owed, helping you track what needs to be paid to each subcontractorfor their services.
Table of Contents:
How to access the Sub-Contractor Report
To access the Sub-Contractor report page, select Sub-Contractor at the end of the navigation bar in the payable section.
Breakdown of a Sub-Contractor Record
Each record on the sub-contractor report page represents one service that has been performed by a sub-contractor on a client's site. Select a record to open it up.
A pop-up will appear with a list of the following information about the site that was serviced.
- Client, Contractor who serviced the site and Job ID.
- Timeframes
- Approved status and route information.
- Site information, client reference, and sub-contractor #.
- Before and after photo, weather conditions and operator information.
- The service, it's charge type and rates, work order consumable and equipment if used and total amount.
- Has the record been manually change, Invoice and check number, last update and payment date.
How Service History Relates to Sub-Contractor Report
The information pulled into a sub-contractor record comes from the Service History records.
Each Service History record represents a single site visit, which may include multiple services.
Each sub-contractor record, however, represents only one service performed during that visit.
So, if two services are completed during a single site visit, you'll see one Service History record but two sub-contractor records.
Below are screenshots showing a single site visit where two services were performed—demonstrating one Service History record and two Billing records.
- Service History Record
- Sub-Contractor Record
How to Update Information in a Sub-Contractor Record
You cannot update a Sub-Contractor record directly from the Sub-Contractor Report page. The data for Sub-Contractor records is sourced from Service History records, so you’ll need to navigate to the Service History page, locate the corresponding record linked to your Sub-Contractor record, and edit your Service History record there. Once you save the changes, the updated information will flow through to the Sub-Contractor record.
Understanding How Invoice Numbers Work
Invoice numbers are unique identifiers used to organize and track your Sub-Contractor records. Your Sub-Contractor can assign the same invoice number to multiple records to group them together under a single invoice.
A payment can only be registered if the records has an invoice number.
Mark Records as Paid
Click the Dollar icon, which opens a pop-up showing a list of invoices.
To view which billing records are included in a specific invoice, they can click the See Record button.
To mark an invoice as paid select the checkbox beside the record and hit the update check number button.
Enter the check number and click Update Check Number.
Once this is done, the invoice will be marked as Paid.
Sub-Contractor Records and QuickBooks
You can push your Sub-Contractor records into your QuickBooks Online account, but there are a few rules and requirements to keep in mind. [Check out the details here.]
If you want to combine multiple records into a single QuickBooks invoice, you can either select records individually or use the search filter to select multiple records that meet the same criteria.
Once you have your records selected, select the QuickBooks Button.
A pop-up will appear asking you for confirmation that you want these record pushed to QuickBooks, select yes to proceed.
Customize Column Display
You can choose which columns are visible and set the order in which they appear. This configuration also determines how your service history data is exported when you use the Export to Spreadsheet button.
Click the Column Configuration button.
This will open a pop-up where you can assign numbers to fields to set their order. For example, entering 1 for Started At and 2 for Completed At will place Started At first, followed by Completed At.
To hide a column, click the eye icon next to it. Hidden columns will not appear on your view page or in exported spreadsheets.
Once you click save you will see your changes on Sub-contractor report page.
When you select the export as spreadsheet option your column setting will control how your data is presented in the spreadsheet.
Export your Sub-Contractor Records
You have two options when exporting records:
- Download Selected Records – This includes records that you've selected manually using the checkboxes or selected using the search filter. They will be exported to a spreadsheet.
- Manage results - Selected Records. Use this option to export records that fall within a specific time range from the records you’ve already selected using checkboxes or filters. When you select the button a pop-up will appear where you can enter in your times. The records will be exported to a spreadsheet
Important Note: If the timeframe of your selected records does not fall within the date and time range you set in Manage Results, your exported spreadsheet will be empty. Make sure the selected records match the timeframe you've defined.
Using Search Filters
You can use the search filter to find specific records or group records by certain criteria.
To filter your data:
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Type directly into the search bar, or
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Click the search filter icon at the end of the search bar.
A pop-up will appear with a list of fields you can filter by (such as site, route, or user).
- Note: All records shown after applying a filter can be exported at once.
Archiving Sub-contractor Records
Select a sub-contractor record and then select the bin icon. This will place the records into the inactive tab.
Unarchiving Sub-Contractor Records
Head over to the inactive tab, select a sub-contractor record and then select the bin icon. This will place the records into the active tab.
