Create and manage jobs or customers

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

In this article, you’ll learn how to:

• Create top-level jobs
• Create sub-level jobs
• Assign and unassign a job
• Edit a job
• Change a job's level
• Add a job location for nearby jobs
• Duplicate a job
• Import jobs from a CSV file
• Export jobs to a CSV file
• Delete 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”, review the documentation for your integration.
  • To change “Jobs” to another term such as “Customers” or “Clients”, in the Manage Jobs window, select More ▼ dropdown, 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. In QuickBooks Time, go to Jobs or Customers. 
2. Select + Add, then enter a name, and a short code if you need it, and select Save. 

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Create sub-level jobs

1. In QuickBooks Time, go to Jobs or Customers.
2. Select the add sub-job iconnext to the job or customer.
3. Enter the sub-level job or customer name, and other fields if any.
4. Select Save to add the next sub-level job or customer.
5. Select Cancel to close the add customer window.

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Assign or unassign a job

Assigning a job or customer 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 or customer, they won't be able to see it on their time card.

1. In QuickBooks Time, go to Jobs or Customers.
2. Select the customer you want to edit.
3. Assign or unassign:
   1. To assign, tick the Assign to all team members box, or select Edit to select team members. Then go back and Save.
   2. To unassign, untick 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 and their items. 

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Edit a job

1. In QuickBooks Time, go to Jobs or Customers.
2. Select the customer you want to edit.
3. Make the changes, then select Save.

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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. In QuickBooks Time, go to Jobs or Customers, then select the edit icon .
2. Select More ▼ dropdown, then Move. 
3. Then, select which job to move it under, or select Select Top Level to move it out from under any other job. 
4. The Manage Customers 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.

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Add a job location for nearby jobs

If you add a location to a job or customer, team members get a list of those that are nearby their current location when they clock in or switch jobs in QuickBooks Workforce (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. In QuickBooks Time, go to Jobs or Customers.
2. Select the customer you want to edit.
3. Enter the address under Location and select from the suggestions in the Address or GPS Coordinates list.
   1. A appears before the address after you successfully add it. 
4. Select Save.

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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. In QuickBooks Time, go to Jobs or Customers, then select the job or customer you want to duplicate.
2. Select More ▼ dropdown, then Duplicate.
3. Enter ‌a new job name in the New customer name field, and a new short code (optional).
4. Select Save.

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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. In QuickBooks Time, go to Jobs or Customers, and select the More ▼ dropdown.
2. Select 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. Tick 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.
6. Once you’ve corrected any errors in your CSV, upload your file again and Import without Test Mode ticked.

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Export jobs to a CSV file

1. In QuickBooks Time, go to Jobs or Customers, and select the More ▼ dropdown.
2. Select Import/export (.csv).
3. On the Export tab, select Existing Customers.csv.

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Delete a job

1. In QuickBooks Time, go to Jobs or Customers. 
2. Select the delete icon next to the customer.
3. Select Delete to confirm.

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. 

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