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Converting a Contractor to an Employee

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To create a new profile for the employee in both QuickBooks and SpringAhead follow these instructions:

  • Open the vendor for the contractor in QuickBooks. Write down the First, Middle and Last Name.
  • Rename the vendor's last name and the vendor name. QuickBooks does not allow a vendor and an employee with the same name. Consider adding a suffix such as "(C)" to the name.
  • On the Additional Info tab, remove the Type so it does not say "Contractor" (highlight it and hit the delete key). Also, make the vendor inactive. Either of these prevents the vendor from syncing back to SpringAhead again.
  • Create a new employee in QuickBooks. Use the exact name that you wrote down in the step above (First, Middle, Last). Save the employee.
  • Open SpringConnect.
  • Click Synchronize.

To keep the existing SpringAhead profile, but simply update the type from Contractor to Employee follow these instructions: 

  • Open the vendor for the contractor in QuickBooks. Write down the First, Middle and Last Name.
  • Rename the vendor's last name and the vendor name. QuickBooks does not allow a vendor and an employee with the same name. Consider adding a suffix such as "(C)" to the name.
  • On the Additional Info tab, remove the Type so it does not say "Contractor" (highlight it and hit the delete key). Also, make the vendor inactive. Either of these prevents the vendor from syncing back to SpringAhead again.
  • Create a new employee in QuickBooks. Use the exact name that you wrote down in the step above (First, Middle, Last). Save the employee.
  • In SpringAhead, go to the existing user profile and change the Person Type to Hourly or Salaried Employee > Save & Exit one completed. Next, navigate to the column on the left hand side of the page and click on Reset Data located under Admin Functions > under Reset External ID select User in the Data field and click Continue > in the next screen select the user that needs to be updated > click Reset External ID > Click Done once complete. 
  • Open SpringConnect.
  • Click Synchronize.

SpringConnect will indicate information for the new employee was “updated.” Now, simply go to Settings > People > click on the person whom you just converted > Permissions tab > change the Person Type to Salaried/Hourly > Save. If the employee was added instead of updated, then the link between the Contractor in QuickBooks and SpringAhead was not replaced. If this is the case, email SpringAhead for assistance.

After this is complete, the user will continue to log in as normal.

 

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