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Intuit

Projects: Set up and Use

Learn how to use Projects in QuickBooks Online Plus and Advanced.

The Projects feature works like job costing. It helps you organize all the pieces involved in a project, (including transactions, time, and reports) to make it easy to track your progress and the status of your project.

Note: The Projects feature is available for accountants with QuickBooks Online Accountant, and for clients with QuickBooks Online Plus and Advanced.
To learn more about using Projects, see Projects FAQs.
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 Projects on or off

To turn Projects on in QuickBooks Online:

  1. Select the Gear icon, then select Accounts and Settings.
  2. Go to the Advanced tab.
  3. Find the Projects section and select it to expand it.
  4. Check the Organize all job-related activity in one place box.
  5. Select Save and close your settings.

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

Note: If you access the client from QuickBooks Online Accountant, once you turn this option on, you cannot turn it off.

To turn Projects off in QuickBooks Online:

  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. Clear the Organize all job-related activity in one place checkbox.
  6. Select Save.
  7. Select Done.

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, you can select Projects from the left menu to access any project.

Add a transaction to a project from within Projects

Once you have set up your project, you can add a transaction to the project from within 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 from outside of Projects

You can easily associate a transaction you created outside of Projects 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

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 to view.