Create and manage jobs or customers in QuickBooks Time

Notes:

• If you have integrated QuickBooks Time with QuickBooks, Reckon, or Xero, the term "job" will display as "customer" in QuickBooks Time.
• To change the term "job" to something else (for example, customer, project, client, etc.), in the Manage Jobs window, click More > Rename Jobs label.
• With multi-level jobs, a parent/child-type 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.

• 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 - 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 (Archive) a Job
• How to Assign and Unassign a Job to/from Team Members

Create top-level jobs

1. Go to Jobs, then select Add Job.
2. Enter a name for the job, and, if desired, a short code.
3. Select Save or hit enter on your keyboard to quickly add the next job.
4. Select Cancel or the X in the Add Job panel to stop adding jobs.

Create sub-level jobs

1. Go to Jobs.
2. Select  to the right of the top-level job under which you want to place the sub-level job.
3. Enter the sub-level job name, and if desired, a short code.
4. Select Save or hit enter on your keyboard to quickly add the next job.
5. Select Cancel or the X in the Add Job panel to stop adding jobs.

Change a job's level

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

1. Go to Jobs, then select .
2. Select More, then Move.
3. In the Choose a new parent job window:

• To raise the level, select Top Level.
• To lower the level, select any other job.

The Manage Jobs window redisplays showing the new position of the job.

Add a job location - nearby jobs

You can add a location when editing a job so that mobile app users are given a list of jobs that are near their current location when clocking in or switching jobs (as long as location settings enabled in the mobile device). Note: If you are integrated with QuickBooks Desktop, QuickBooks Online, or Xero, the location field will display with the customer address found in the integration.

1. Go to Jobs, then select  .
2. Begin entering the address under Location and choose from the suggestions in the dropdown list.
   Note: A  appears next to the address once it’s successfully added.
3. Select Save.

Note: Once one location is entered for a job, the "Nearby" function will display in the mobile 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 .
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 one-by-one.

1. Go to Jobs.
2. Select More, then Import/export (.csv).
3. On the Import tab, select Choose File.
4. Navigate to the .csv file that you want to import, then select Open.
5. Check the appropriate options. We recommend importing in test mode first.
6. Select Import. A list of errors and successes displays.

Export jobs to a CSV file

1. Go to Jobs.
2. Select More, then Import/export (.csv).
3. On the Export tab, select Download: Existing Jobs.csv. The CSV file downloads to your computer.

Edit a job

1. Go to Jobs.
2. Select .
3. Make the changes, and select Save.

Delete a job

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

To restore a deleted job, contact QuickBooks Time Support. If you know you will eventually need to restore that job, it is best to unassign the job from all team members instead. See next section for steps.

Assign or unassign a job to team members

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

1. Go to Jobs.
2. Select .
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 deselect all the boxes. Then go back and Save.

See also: How to set up and manage custom fields, if you need to assign and/or restrict Custom Fields fields and their items. This feature will only be available if you have installed the Custom Fields add-on.