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Manage customer information in QuickBooks

by Intuit•14• Updated 2 weeks ago

Learn how to view, edit, sort, and export customer information in QuickBooks Online and QuickBooks Sole Trader. Keeping your customer data up to date ensures accuracy across invoices, reports, and communications.

This article is for customers who use QuickBooks Online, the QuickBooks mobile app, or QuickBooks Sole Trader.

Edit a customer’s details

You can easily update your customers’ information, such as contact details, payment terms, or billing and shipping addresses. These changes will automatically reflect on past and future transactions, including recurring ones.

  1. Go to Sales and select Customers (Take me there).
    Note: For QuickBooks Sole Trader, go to Customers and goals and select Customers.
  2. Select the customer you want to update.
  3. Select the Customer Details tab.
  4. Select Edit.
  5. Make any changes.
  6. Select Save.

You can edit customer information in the QuickBooks mobile app. Here's how:

  1. From the Menu ☰, select Customers.
  2. Select the customer name you want to edit.
  3. Select Details, then select Edit ✎.
  4. Make your changes, then select Save or Done.

Sort your customer list by last name

By default, QuickBooks Online shows customer names in first name order. If you prefer to sort your list by last name, you can change the display name for each customer individually.

  1. Go to Sales, then select Customers (Take me there).
    Note: If you are using QuickBooks Sole Trader, go to Customers and goals and select Customers.
  2. Select the customer's name then Edit.
  3. Change the Customer display name field so it shows the last name first. If there’s no option to change in the Customer display name dropdown, enter the First name and Last name in the appropriate fields then select the dropdown again.
  4. Select Save.

View your total number of customers

Tracking your total number of customers helps you understand your customer base and business growth. The steps vary slightly depending on whether you use QuickBooks Online or QuickBooks Sole Trader.

  1. Go to Customers & leads, then select Customers.
  2. Select the Gear icon to filter your view:
    • Tick the customer data you want to include.
    • Tick Include inactive or Include projects if applicable.
    • Choose your preferred page size.
  3. Scroll down to view the total number of customers.
  1. Go to Customers and goals, then select Customers.
  2. Select the Gear icon to filter your view:
    • Tick the customer data you want to include.
    • Tick Include inactive if applicable.
    • Choose your preferred page size.
  3. Scroll down to view the total number of customers.

Export your customer contact list in QuickBooks Online

Need a complete list of your customers for a mailing list or record keeping? You can export the customer contact list report to Excel or another format in QuickBooks Online.

  1. Go to Reports.
  2. In the Find report by name field, search for and select Customer Contact List.
  3. Customise the report if needed.
  4. Choose how to export or send it:
    • To email: Select More actions, then Email report, enter details, and select Send email.
    • To export/print: Select Export/Print, then Export to Excel.

Note: You can also choose Export as CSV or Print/Save as PDF.

Once exported, you can sort and filter your customer data directly in Excel.


What's next?

QuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start

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