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Level 3

Can we batch update the Sales Rep?

7 Comments 7

Can we batch update the Sales Rep?

It's nice to have you here in the Community, GBE.


Let me share with you some information about Sales Rep in QuickBooks Online (QBO).


At this time, the Sales Rep feature is unavailable in QBO and there isn't a way to batch update the Sales Rep. However, you can use the use the Location/Class Tracking feature. To turn on this feature,you can go to the Company Settings.


Here's how:

  1. Go to the Gear icon.
  2. Select Account and Settings.
  3. Click Advanced.
  4. Click Categories.
  5. Put a check mark in the box labelled Track locations.
  6. Click Save.
  7. Click Done.

If you wish to have this feature available on our future updates, I encourage you to send this suggestion to our product developers through feedback. I'll be sure to do the same on my end.


Here's how:

  1. Click the Gear icon.
  2. Choose Feedback.
  3. Enter your request/product suggestion, then click Next.
  4. Select Feedback as the Category.
  5. Click Send message.

You may also share your feedback through this link: QuickBooks Online Feature Requests.


Let me know if you have any other questions about this and I'll be around to help you out.

Level 1

Can we batch update the Sales Rep?

Is there a way to batch update the sales rep info for our customers in QuickBooks Desktop? We split a territory and I need to be able to change half the reps to a new salesman. It would be a lot easier if I didn't have to do then individually.

QuickBooks Team

Can we batch update the Sales Rep?

Thanks for joining the thread, @FirelandsHardware.


I'd be glad to provide information about sales rep features in QuickBooks.


As of the moment, updating the sales rep information isn't possible. It can be done one at a time.


Let me show you how you can edit a sales rep. Please follow the steps below: 

  1. From the Lists menu, select Customer & Vendor Profile. Then, select Sales Reps.
  2. Double-click on the sales rep to open the Edit Sales Rep window.
  3. Edit the sales rep, then select OK.


If you want to add the sales rep to the specific transactions. Here's how to do that:

  1. Go to Customers at the top, then click Customer Center.
  2. Under the Transactions, select the Invoices.
  3. Locate the customer's name.
  4. On that page, go to the Formatting tab and then Customize Data Layout.
  5. In the window that appears, select the Header tab.
  6. Find REP on the list and select the Screen and Print boxes to add it.
  7. Hit OK once done.


Need more help in handling customer transactions? Visit this page: Sales and customers.


You'll additionally be able to find many detailed resources about using QuickBooks in our help article archives.


Please feel more than welcome to post a reply or create a new thread if there's ever any questions. Enjoy the rest of your day!

Fiat Lux - ASIA
Level 15

Can we batch update the Sales Rep?


Utilize a migration tool to export your Customer List out to XLS, modify it, and import it back. The template should be like the following one:

Customer NameIs ActiveCompany NameSalutationFirst NameM.I.Last NameJob TitleContactPhoneFaxAlt. PhoneAlt. ContactEmailCCBillTo Line1BillTo Line2BillTo Line3BillTo Line4BillTo CityBillTo StateBillTo PostalCodeBillTo CountryShipTo Line1ShipTo Line2ShipTo Line3ShipTo Line4ShipTo CityShipTo StateShipTo PostalCodeShipTo CountryCustomer TypeTermsSales RepResale No.Price LevelAccount NumberCredit LimitPayment MethodNotesSales Tax CodeSales Tax ItemJob StatusJob Start DateJob Projected EndJob End DateJob DescriptionJob TypeCurrency
Acme ToolsYAcme ToolsMrs.JaneMDoeAP ClerkJane Doe(908) 123-4567(908) 123-4567(908) 123-4567John Doe[email address removed] Acme ToolsOne Main Street  WashingtonWA12345USAAcme ToolsOne Main Street  WashingtonWA12345USACommericalNet 30KLMACMECommercial9891000VisaThis is a commerical customer.TaxMA       
Adams LandscapingYAdams LandscapingMr.John SmithManagerJohn Smith(777) 888-9999(777) 888-9999(777) 888-9999Jane Smith[email address removed] Adams LandscapingTwo Church Street  SmithvilleOH98765USAAdams LandscaptingTwo Church Street  SmithvilleOH98765USA Net 30   123455000CheckThis is a new customerNon        
SuperstoreYSuperstoreMsKaren Jones Karen Jones(888) 888-8888(888) 888-8888  [email address removed] Superstore1 North Street  AnytownTN88888USASuperstore1 North Street  AnytownTN88888USA Net 30       TaxMA       
Timmy's Gas StationYTimmy's Gas StattionMr.Tim Burnham Tim Burnham(777) 777-7777(777) 777-7777  [email address removed] Timmy's Gas Stattion1800 West Street  JonesAL98765USATimmy's Gas Stattion1800 West Street  JonesAL98765USA                  


Explore these tools to do so.


Level 4

Can we batch update the Sales Rep?

QB DESKTOP: If we export our customer list to Excel, change the sales reps and import back into QB - will it update the current Estimates we have for these customers to the new sales reps ? If not, how do we update our current Estimates without going one by one by one. 


AND WHY WHY WHY WHY WHY don't email addresses show on the invoice screen or the estimates screen?? No you can't add them in layout designer. You can add for PRINT but not for SCREEN. It is 2021. We NEED this. I have been asking Intuit to add this simple thing for 18 years.



Can we batch update the Sales Rep?

Hi daxd,


QuickBooks treats the sales rep to each transaction independently because you can assign different sales reps to a customer’s transactions. Thus, changing the rep in the customer profile will not update the sales rep with their existing invoices and estimates. You will want to change it on every transaction page.


About your second question, I’ll take it as a product suggestion since there isn’t an option to display email addresses on invoices and estimates screens. I would also suggest sending one from your company file. Just click on Help, select Send Feedback Online, and select Product Suggestion.


If you have other questions, feel free to go back to this thread.

Fiat Lux - ASIA
Level 15

Can we batch update the Sales Rep?


You should export your Estimate data out to XLS, modify the Rep's name, and reimport it back in bulk. If you are using the migration tool as I mentioned earlier, it can overwrite your existing Estimate data.

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