Overview
This guide helps you choose the most efficient workflow for branch-to-branch subcontract work in Aspire—when one branch performs services for another branch's customer. Use it to decide how to track labor, manage payroll, and keep your profit-and-loss (P&L) reporting accurate across a multi-branch organization. The right choice comes down to your payroll setup and where you want revenue and costs to land.
Who this affects: branch managers, administrators, and accounting personnel who manage inter-branch work.
Things to know
This is a decision guide. For the detailed setup steps, see How to Manage Branch to Branch Subcontract Work.
The right workflow depends on how your payroll is structured and which branch you want to hold the revenue and costs.
If your branches use different Employer Identification Numbers (EINs) and separate accounting systems, that changes which option is recommended.
Key terms
Term | Definition |
|---|---|
Employee Branch of Origin | The branch where the employee is physically employed. |
Property Branch | The branch where the customer or property is located and needs the service performed. |
Choose your workflow
Use this decision matrix to find the right workflow for your business structure.
If you want to… | And your payroll is… | Use… |
|---|---|---|
Invoice from the employee's branch | Company-wide or branch-specific | Option 1 |
Invoice from the property's branch | Company-wide (or staff are set up in both) | Option 2 |
Invoice from the property branch but pay from the origin branch | Branch-specific | Option 3 (formal) or Option 4 (internal) |
Option 1: The Employee Branch of Origin approach
Best for: when the branch doing the work handles everything.
How it works: Override the Opportunity to the Employee Branch of Origin.
Result: The employee branch pays the staff, invoices the customer, and keeps the revenue and costs on its P&L.
Option 2: The Property Branch approach
Best for: when the local branch wants the revenue and you have centralized payroll.
How it works: Keep the Opportunity tied to the Property Branch, and make sure staff are in the property branch payroll system.
Result: All costs and revenue stay with the property branch.
Option 3: The subcontractor approach (two Opportunities)
Best for: clear, formal tracking between branches when you have separate EINs and accounting systems.
How it works:
Branch A (Employee Branch of Origin): Create a Time & Materials Opportunity to invoice Branch B for labor. Set the pay rate equal to the cost of the employees' labor, and set the accounts payable manager for Branch B as the billing contact on the Opportunity.
Branch B (Property Branch): Create the customer Opportunity with all costs estimated. Estimate labor using a sub item at the amount quoted from the employee branch. Branch B "buys" the labor from Branch A by creating a purchase receipt against the invoice received from Branch A.
Result: Proper P&L separation, with labor treated as a subcontracted cost.
Important: This option isn't recommended when branches share the same Aspire instance, EIN, and accounting system, because it duplicates revenue and costs.
Option 4: The journal entry approach
Best for: speed in Aspire with manual adjustments in accounting, while avoiding revenue and cost duplication.
How it works: Run everything through the Property Branch, but keep staff on their Employee Branch of Origin payroll.
Result: All revenue and costs are associated with the property branch, and payroll hours are reported to the property branch. Use custom filters in the Weekly Time Review screen to identify these hours, then perform manual due-to/due-from journal entries in your accounting software to move the payroll costs to the employee branch of origin.
Note: If you use QuickBooks Desktop for payroll export, you'll receive an error, so use the custom Weekly Time Review filter to identify these hours.
Tips for success
Check EINs. If branches have different EINs and separate accounting systems, use Option 3. Keep in mind that this option duplicates revenue and costs when branches share the same Aspire system, EIN, and accounting system.
Communicate. Always notify the property branch manager before you override an Opportunity, so they aren't surprised by missing revenue or unexpected costs.
Audit cross-branch hours. Use the Hours Pivot table to audit these cross-branch hours weekly and avoid payroll errors. Filter by employee branch and display the worked branch. Use the results to either write a check for the other branch's payroll or perform due-to/due-from journal entries to move costs between branches.