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How to turn on and use QuickBooks Online Projects

The QuickBooks Online Projects feature works like job costing to help you to organize all of the pieces that make up a project.

The Projects feature includes transactions, time, and reports so you always know how your project is doing.

Note: Projects is available in QuickBooks Online Plus. If you use Simple Start or Essentials, you can upgrade to use this feature.
For more information, see How do I upgrade my QuickBooks Online Subscription

Turn on the Projects feature

To turn on the Projects feature:

  1. Select the Gear icon on the Toolbar.

  2. Under Your Company, select Account and Settings (or Company Settings).

  3. From the left menu, select the Advanced tab.

  4. In the Projects section, select the pencil (edit) icon to open the fields for editing.
  5. Select the Organize all job-related activity in one place checkbox.
  6. Select Save.

  7. Select Done.

The feature is enabled and the Projects item is added to your left menu.

Note: Once you turn this feature on in QuickBooks Online Accountant, you cannot turn it off.

Create and track projects

The following sections outline the steps to set up your first project, add an invoice and other transactions to it, and then run project-specific reports.

Set up a project

To create your first project:

  1. From the left menu, select Projects.

  2. Select Add your first project to open the page.
  3. In the New project panel, enter a Project name.
  4. Select a Customer or Client from the drop-down list.
  5. (Optional) Add a note or any details for this project.
  6. Select Save.

Your new project opens.

After your initial setup is complete, to access any project, you can select Projects from the left menu to open the Projects page and select the project to work on from the list.

Add a transaction to a project from the Projects window

Once you have set up your project, you can add a transaction to the project from the Projects window.

You can use the options available on the Add to project menu to add an invoice, expense, estimate, bill, or purchase order, or add time or receive payment for the project.

To add a transaction:

  1. From the left menu, select Projects.

  2. From the list in the Projects window, select the project to work on.
  3. Select the transaction to add from the Add to project drop-down list.
    The Project name and customer details are automatically added to the transaction window.
  4. Enter details about the transaction in the appropriate fields.
  5. Enter the vendor/vendor's name, then fill in the other details.
    You can also add multiple projects on multiple lines.
  6. Select Save.

The transaction is added to your project.

Add a transaction to a project from outside of Projects

You can easily associate a transaction you created outside of the Projects window with a project:

  1. Select the Plus icon (+) on the Toolbar.

  2. Under Customers, select the appropriate transaction (for example, Invoice) to enter.
  3. From the Customer or Project drop-down list, select the Project name.
    The Project name is listed under the related customer's name.
  4. Enter the necessary information on the Invoice or other transaction.
  5. Select Save.

The transaction is created and associated with your project.

Move existing transactions into Projects

If you use sub-customers, you can merge transactions for the sub-customer into an existing project by changing the name of the sub-customer to mirror the project name.

To change the name of a sub-customer:

  1. Set up the project under the parent customer.
    The project must have a different name than the sub-customer.
  2. From the left menu, select Sales or Invoicing.

  3. Select Customers.

  4. Select the sub-customer from the list.
  5. Select Edit to open the Customer information dialog.

  6. Edit the name of the sub-customer to mirror the project name.
  7. Select Yes to merge.

All transactions for that sub-customer are now added to the related project.

For more information about sub-customers and moving existing transactions into Projects, see How to convert existing sub-customers and transactions into a Project.

Run project-specific reports

The Projects page provides easy access to the following reports for each project:

  • Project Profitability
  • Non-billable Time
  • Unbilled time and expenses

The more transactions you assign to your project, the more insights your reports will be able to provide.

To run and view reports related to a specific project:

  1. From the left menu, select Projects.

  2. Select the project from the list to open it.

  3. On the Project reports tab, select any of the available reports.

The report opens, providing information for your entire project.

How to send feedback

We'd love to hear your feedback.

To send comments and suggestions:

  1. Select the Gear icon on the Toolbar.

  2. Under Profile, select Feedback.

Tell us how it’s going and what we can do to make Projects better.