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Intuit

Change sub-customers into projects

Learn how to use projects instead of sub-customers in QuickBooks Online Plus.

If you currently use sub-customers to track customer jobs, you can convert them into projects and use the job costing features to keep everything in one place. Here's how to convert sub-customers, or move only specific transactions, into projects.

Step 1: Turn on Projects

If you haven't already, turn on the Projects feature.

Step 2: Review your sub-customer settings

Before you can convert a sub-customer, adjust these settings:

  1. Go to the Sales menu. Then select the Customers tab.
  2. Find and open the sub-customer. If it's inactive, select Make Active.
  3. Select Edit.
  4. Make sure you select the Is sub-customer checkbox.
  5. Review and select the main customer. This is the account that's connected to the project.
  6. Select Bill with parent from the drop-down menu.

Step 3: Check the main customer for the sub-customer

Make sure the sub-customer is connected to only one main parent customer. It can't be a sub-customer of a sub-customer.

  1. Go to the Sales menu and select the Customers tab.
  2. Look for the sub-customer you want to convert.
  3. Select the sub-customer's profile and then Edit.
  4. From the Sub-customer drop-down, select the main customer. This is also known as the parent customer.

Also, make sure your sub-customer doesn't have any sub-customers:

  1. Go to the Sales menu and select the Customers tab.
  2. Look for any sub-customers of the sub-customer you want to convert.
  3. Select the sub-customer's profile and then Edit.
  4. Select and uncheck the Is sub-customer box. If there are more sub-customers, remove them as well.

Before you can convert Geeta K into a project, you need to make it a sub-customer of Freeman Sporting Goods. Right now, it's a sub-customer of 55 Twin Lane.

This example shows Geeta as a sub-customer of a sub-customer of a main parent account.

Before you can convert 55 Twin Lane into a project, you need to remove Geeta K as a sub-customer.

Step 4: Convert a sub-customer to a project

You can either create a new project from a sub-customer, or merge the sub-customer with an existing project.

Create a new project from a sub-customer

This wipes the slate clean. Your sub-customers existing transactions won't transfer over.

  1. Select the Sales menu and then the Customers tab.
  2. Select the New project ▼ dropdown and then Convert from sub-customer. Or,  look for the Do you organise sub-customers as projects? message and select the Convert now link.
  3. Select the sub-customer you want to convert.
  4. When you're ready, select Convert and then Continue to confirm. Remember, your existing transactions won't transfer over.

This creates a brand new project. Now you can go to the Projects menu to start working on it.

Merge a sub-customer with an existing project

This transfers your existing sub-customer transactions to an existing project.

  1. Select the Projects menu.
  2. Find the project you want to merge your sub-customer with.
  3. Copy the name of the project.
  4. Go to the Sales menu and then select the Customers tab.
  5. Find and open the sub-customer.
  6. Select Edit.
  7. In the edit window, change the Display name to match the project name exactly.
  8. When you're ready, select Save and Yes to confirm the merge.

Note: Your sub-customer info such as addresses, tax code, and payment and billing info won't transfer over to the project.

Follow "Step 4: Add existing expenses and timesheets" and "Step 5: Add existing invoices and estimates" in the main project article. Use these steps to add any transaction to a project.

Projects are very similar to the Jobs in QuickBooks Desktop.

If you migrated to QuickBooks Online and want to start using projects, follow the sections above. You can either change your sub-customers into Projects or move specific transactions.

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