Create and manage jobs or customers in QuickBooks Time

Learn how to create and manage jobs, clients, or customers in QuickBooks Time.

In this article, you’ll learn:

• How to create top-level jobs
• How to create sub-level jobs
• How to change a job's level
• How to add a job location for nearby jobs
• How to duplicate a job
• How to import jobs from a CSV file
• How to export jobs to a CSV file
• How to edit a job
• How to delete a job
• How to assign and unassign a job 

Notes:

• If you have an integration, QuickBooks Time may rename the “Jobs” feature to “Customers” or “Clients” based on the system you’re integrated with. If you can’t find “Jobs”, please review documentation for your integration.
  • To change “Jobs” to another term such as “Customers” or “Clients”, in the Manage Jobs window, select More, then Rename Jobs label.
• With multilevel jobs, a parent and child structure is created. Client > Project > Task is a commonly used structure. You can create as many levels as you need.
• Job names are limited to 64 characters.

Create top-level jobs

1. Go to Jobs, then select Add.
2. Enter a name for the job, and a short code if you need it.
3. Select Save to add the next job.
4. Select Cancel to go back to Manage Jobs.

Create sub-level jobs

1. Go to Jobs.
2. Select next to the top-level job you want to place the sub-level job under.
   1. If you’re inside the parent folder, you can also select + Add job to add another sub-level job. 
3. Enter the sub-level job name, and a short code if you need it.
4. Select Save to add the next sub-level job.
5. Select Cancel to go back to Manage Jobs.

Change a job's level

You can choose to move jobs to a higher or lower level. When you move a parent job, all of its children and team member assignments move with it.

1. Go to Jobs, then select Edit .
2. Select More, then Move. 
3. Then, choose which job to move it under, or select Select Top Level to move it out from under any other job. 
4. The Manage Jobs window shows the new position of the job. If you want to make sure the job moved correctly, you can see its position by entering the name into the Search field.

Add a job location for nearby jobs

If you add a location to a job, team members who use QuickBooks Workforce get a list of jobs that are nearby their current location when they clock in or switch jobs (they need to turn on location settings on their mobile device).

Note: If you’re integrated with QuickBooks Online, or Xero, the location field displays the customer address found in the integration.

1. Go to Jobs, then select Edit .
2. Enter the address under Location and choose from the suggestions in the dropdown list.
   1. A appears next to the address after you successfully add it. 
3. Select Save.

Note: After you add in a location for a job, the Nearby function shows up in the Workforce app's job list.

Duplicate jobs

You can duplicate a job and all its sub-level jobs. This is an easy way to create a new job that needs to have the same list of sub-level jobs as one that's already established.

1. Go to Jobs, then select Edit .
2. Select More, then Duplicate.
3. Enter in a new job name and a new short code (optional).
4. Select Save.

Import jobs from a CSV file

Use the Import/Export feature to import a list of jobs instead of manually creating them.

Note: You can’t use the import/export function to update or change the name of an existing job code. If you change a name on an existing code, the system recognises it as a new code. It'll only be skipped on import if it matches an existing code exactly, case-sensitive. 

1. Go to Jobs.
2. Select More, then Import/export (.csv).
3. Go to the Help tab to review format requirements and to make sure your data is entered correctly. 
   1. You can also go to the Export tab to export existing jobs to help make sure you use the required layout for sub-level jobs.
4. On the Import tab, select Choose File, navigate to the .csv file you want to import, then select Open.
5. Select Delete all Jobs if you’re replacing your list entirely, otherwise, it'll add anything new, and skip existing codes.
6. Check any other appropriate boxes and the box next to Test Mode to run a test import, then Import to catch any potential errors. 
   1. If there are any errors in the file, you’ll see what lines would’ve failed.
7. Once you’ve corrected any errors in your CSV, upload your file again and Import without Test Mode checked.

Export jobs to a CSV file

1. Go to Jobs.
2. Select More, then Import/export (.csv).
3. On the Export tab, select Existing Jobs.csv..

Edit a job

1. Go to Jobs.
2. Select Edit .
3. Make the changes, then Save.

Delete a job

1. Go to Jobs.
2. Select Delete . If the job is assigned to any team members, a confirmation message displays. To confirm the deletion, select Delete.

To restore a deleted job, contact QuickBooks Time Support. If you know you’ll eventually need to restore that job, it's best to unassign the job from all team members instead. 

Assign or unassign a job 

Assigning a job to an individual or group gives them the opportunity to track time against the desired job. If a team member isn't assigned to a job, they won't be able to see it on their time card.

1. Go to Jobs.
2. Select Edit .
3. Assign or unassign:
   • To assign, select Assign to all team members, or select Edit to choose team members. Then go back and Save.
   • To unassign, uncheck Assign to all team members, or select Edit to unassign specific team members. Then go back and Save.

See also: How to set up and manage custom fields, if you need to assign or restrict custom fields fields and their items. This feature is only available if you installed Custom Fields.