This guide details the setup and use of employees and/or contacts that have the Contractor (aka Freelancer) option checked.
When you enable the contractor option, this assumes you are making them a paid user (Employee or Full User Contact) in the system and are assigning them to tasks on projects for which to track time against to ultimately match their vendor invoice against.
In order to enter time into Workamajig, you must be a full paid user. This can be accomplished by making them an Employee or a Full User Contact. The difference is minimal, as you can convert them back and forth if you want to limit their access. For example, if the Contractor needs to be able to create and manage projects in Workamajig, then they will need to be an Employee. But if all they will be doing is entering time, then having them set up as a Full User Contact will be suffice, but you will need to add them to the project and task they are to enter time against. One advantage of having them be a Contact, is they can be made into a Free user as needed, so they can still have access, but not able to enter time like a paid user.
- Create a Vendor company record for the contractor.
- In the Vendor Setup tab, choose the 1099 Form and Box (i.e. NEC, 01 - Nonemployee Compensation). NOTE: further information on 1099 Reporting
- Go to the Contact tab.
- Create New Contact Record by clicking the icon located along the left side of the grid.
- Enter the contact information.
- Click on ...more>Contact Settings
- Click on Security Controls, and deselect Free Login. Set the User ID/password and Security Group.
- When you deselect the Free Login checkbox, the Accounting tab will display. Click on the Accounting Tab: Set Hourly Cost = Set this to the hourly rate in which you pay this contractor.
NOTE: If the Contractor will not be logging into the system immediately, the Free Login checkbox can be reselected. The data entered will be retained, Deselect the Free Login checkbox when the Contractor will be working within the system.
Employee / Contact Setup
- Create the Employee or Contact record.
- Fill in the general details such as First and Last Name.
- Locate and click on the Accounting button to access its options:
- Enter in an Hourly Cost to equal the hourly rate in which you pay this contractor.
- In the Vendor field, choose their already created Vendor record to establish the link.
- Check the box for Contractor.
From an Employee record, click on Accounting > Contractor.
From a Contact record, click on More > Contact Settings > Accounting > Contractor.
NOTE: If this is an existing record, or there is a change in the process. You can click on the Update button next to the Contractor check box. This will allow you to mark the specified date range of time entries as Paid or Unpaid. This will then show or hide the specified range of time entries when you create the next Vendor Invoice.
Just like any other employee, follow the same steps as if you are creating a New Employee Setup.
Give them a username and password to log into Workamajig.
Assign them to tasks with a service and time allocated (this is what you plan on billing the client for).
Have them enter and approve time and mark tasks done via their Creatives: Today Creatives.
TIP: Once a contractor is done with their work and no longer need access to Workamajig until the next assignment, then feel free to make their employee record inactive.
When to establish an Hourly Cost and when to leave blank.
For example, if they work 8 hours, and the vendor invoice is for $800, then you can populate their Hourly Cost as $100. This will then help to automate this process.
If you leave Hourly Cost blank, then you will need to populate it for every time entry of this user.
Vendor Invoice Entry
When you receive their Vendor Invoice of the work performed, you then key this in as a New Vendor Invoice.
The only difference now is that with this vendor linked to a contractor record, a new tab for Time Entries will appear on the vendor invoice
You then select the time entries that correspond with this vendor invoice.
The total cost of the Vendor invoice will then be pulled from the time entries selected. If necessary, you can update those time entries with an hourly cost to match the vendor invoice amount.
The billable gross of those time entries comes from the service used by default or based on how the project is set up to calculate labor rates for billing the client.
Finally, you then approve, post, and pay the vendor invoice.
NOTE: The vendor invoice lines will NOT include the project number since the hourly cost on those time entries has already been applied against that project. If a project number was added on this vendor invoice, it would then double-up the cost against the project.
You can modify your Employees list to have either a Grouping by the Contractor field or a separate list for all who are Contractors. And then you can use the Update Multiple buttons to make them Active or Inactive.
NOTE: Inactive employees cannot log in or enter time. If you want them to continue to have a free level of access without the ability to enter time, then you can convert the Employee to a Contact, but then be sure to check Free Login from the Contact record in Login Settings.
You can modify your Contacts list to have either a Grouping by the Contractor field or a separate list for all who are Contractors.
To make a Contact record Active/Inactive or to check Free Login, you will need to open the individual Contact record.
Mark As Paid/Unpaid
Below the Contractor checkbox is an option to Update the time entries to Mark as Paid or Unpaid.
If the user record has previous time entries that were already paid or you are having a change in the process. No worries, you can Update those prior time entries and mark them as paid. This way those time entries flagged will not show in the vendor invoice to apply.
And dont worry, if you make a mistake, you can set the time entries back to unpaid.