multiple jobs for the same customer

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@FritzF wrote:

Hello there, @may17.

 

Thanks for reaching out to us here in the Community. I can help you add multiple jobs for the same customer in QuickBooks Desktop (QBDT).

 

You can set up or add multiple jobs for the same customer on the Customer Center. Here's how:

 

1. Go to Customers menu at the top.
2. Pick Customer Center on the drop-down (or press Ctrl + J on your keyboard for the shortcut).
3. Right-click on your customer's name, then select Add Job.
4. Enter the necessary information, then click OK once done.

 

You can follow the same steps for adding additional jobs. For your reference, you may check out these articles for more information:

• Track job costs in QuickBooks Desktop.
• Customize customer, job, and sales reports.

That should do it! Please let me know how it goes or if I can be of additional assistance by leaving a comment. I'm always here to help you out. Have a good one.

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Is there a way to add multiple jobs to the same customer contact without having to re-enter the customer's contact information? I too have multiple jobs under the same customer with the same point of contact information. (contact information entered on the "contacts" tab of the job information window) I include the customer contact(s) on invoices based on the info under this tab. Yet when I create a new job (right click on customer to add job), this contact information doesn't track through to the new job and I have to re-add the contact information in order for it to track through on invoices. 
Thank you.

Hi there, may17.

The option to automatically add the contact information from the Job window into the Contacts tab is unavailable. You'll need to manually add them in the Manage Contacts tab to reflect the contact information per customer's job.

You may visit our Intuit Marketplace. Then, look for third-party applications that can help you import Job information directly into the Contacts tab in QuickBooks.

I'll personally share your product suggestion with our engineers regarding this one.

Feel free to visit the Community if you need anything else.

Is there a way to create one invoice to the customer that includes several jobs or projects (in QBO)?

Greetings, @Berna.

I can share some insights on how creating an invoice works in QuickBooks Online.

Currently, one invoice is good for one project or job only regardless if they are under the same customer. What you can do is send your customer a statement containing all the unpaid invoices listed under the same customer or project.

Here's how:

1. Click the Plus Icon (+).
2. Choose Statement.
3. Under the Statement Type, select Transaction Statement.
4. Enter the Statement Date.
5. In the Customer Balance Status drop-down, select Open or Overdue.
6. Select the Date Range of the transactions that will be included on the Statement.
7. Click Apply.
8. Choose the specific customer or project you're sending.
9. Click Save and Close.

That should do it! For additional reference, you may check these articles:

• How to email a sales form or report to multiple email addresses

• How to create single or multiple transactions statements for donors

• Set up and send progress invoices in QuickBooks Online

You can leave a post here in the Community if you have other questions about sending multiple invoices to your customer. I'm always here to help.

I have entered a job for a customer, however the job became the Parent!

So now my customer is gone and I have one job under the job I created so the last job I created became the parent, thank goodness the invoices/payments followed my job so those are still out there and I don't want to lose those!

 What can I do to correct this?

Thank you for your time 

Hello, Sorry about not getting right back to you, however saw your post but when I went to answer, I went someplace else and couldn't find the post.

Anyway, my customer was gone, so I just went to the job name and retyped the customer name and all was well, the customer came back up with the two jobs below it just as it was before I accidently scrambled things up. Now all is well, thanks for getting back to me right away    

It will only let me add 4 jobs to a customer.

Adding more than four jobs in QuickBooks Desktop is available, @Cheftel.

Make sure to make the job name different to successfully add one. It would be helpful as well if you can provide any prompt or error message after adding the 5th job. 

Let's try opening a sample file to check if you can add more than four jobs. I'll show you how:

1. In your QuickBooks Desktop, go to the  File menu at the top left portion.
2. Choose Close Company
3. In the No Company Open window, select the drop-down arrow beside Open a sample file
4. Select Sample product-based business.
5. Click OK and then choose I’m not the admin.
6. Once done, select Continue and then click OK.

 If it works, let's go back to your company file and run the Verify and Rebuild Data.

You'll want to track the expenses for a job. I've added this article for more details: Tracking job costs in QuickBooks Desktop.

Please leave a comment below if you need further assistance in adding customer jobs. I'm always available to assist you.

I too need to have multiple jobs for just one customer, but I use QuickBooks Online and I do not see a Customer Center or Add Job option. How do I add new jobs under the same customer on QBO?

We have simplified this in QuickBooks Online how you can enter multiple jobs for just one customer, New_2_Quick_Books.

You can use the Projects feature to add income and expenses to a specific project, tag old transactions to new projects, and run project-specific reports from a single dashboard. To set this up, you'll have to turn on the feature so you can create a project. You can follow the steps below:

1. Click the Gear icon, then select Account and settings.
2. Go to the Advanced tab.
3. Find the Projects section and select Edit ✎ to expand it.
4. Select the Organize all job-related activity in one place checkbox.
5. Click Save and close your settings.

Then, create a project.

1. Select the Projects menu.
2. Select New Project.
3. Give your project a memorable name.
4. Select the customer you’re working for from the drop-down menu.
5. Add any notes or details about the project.
6. Click Save.

For more information, you can read this article: Set Up And Create Projects In QuickBooks Online.

For reference, you can run the project profitability report to calculate your profits and cost by project.

Feel free to let me know if you have questions about jobs. Remember, we're here to help you anytime.

Thank you for your reply, however, in following your step-by-step guidance, there is no "Projects" section after clicking the "Advanced" tab. My choices are: Accounting, Company type, Chart of accounts, Automation, Time tracking, Currency, and Other preference. Please tell me how to bring up the "Projects" section. Thanks!

The Projects feature is available for QuickBooks Online Plus, Advanced, and Accountant, New_2_Quick_Books.

If you're using Simple Start or Essentials, the feature isn't available for those versions. You'll want to upgrade your subscription so you'll find the best accounting tools for your business and be able to use Projects. To do this, you can follow the steps below:

1. Sign in to QuickBooks Online as a master or company admin.
2. Click the Gear icon and then Account and settings.
3. Select the Billing & Subscription tab.
4. Make sure your payment info is up-to-date.
5. In the QuickBooks Online section, select Upgrade your plan.
6. Review the available plans and then select Choose plan.
7. Follow the on-screen steps to upgrade your plan.

Once done with the upgrade, you can now go ahead and use the feature.

For your reference, you can browse these help articles in case you want some information about QuickBooks Online (QBO).

Please let me know if you have any other concerns about projects. I'm just a w clicks away if you need more help.

I have Quickbooks Enterprise Solutions: Contractor 22.0 Release R5P (64bit)

For the life of me I cannot get job costing to work for my business. To explain in simple terms

I have customers that I do several jobs for throughout the year.  Can we call the jobs " work orders".

When I create an invoice I can't find a field to use for " work orders" thus I can never get the revenue recorded properly.  The expense side to these "work orders" we use the memo field.  I don't think that works very well

either except that the costs show up under the customer not the job. Is there someone who can actually talk to me and help or point me in the right direction.

Thank you

Hello there, @tm1622. Now that you have me, I'll ensure you can get through this and have an invoice for your work orders in QuickBooks Desktop (QBDT).

Although QuickBooks doesn't have a built-in work-order form for this purpose, the Premier and Enterprise Solutions versions allow you to modify a sales order form and turn it into a work order form. QuickBooks then tracks the work orders just as it does sales orders, allowing you to link the work orders to specific customers and invoices. Input the steps below so you can proceed. To begin, here's how:

1. Access your QuickBooks Desktop company file.
2. Go to the Edit menu, and then select Preferences.
3. Click the Sales & Customers tab, and then check the box next to Enable Sales Orders.
4. Once done, click OK to save.

After this, you'll want to modify a copy of a Sales Order template, and then rename it to Custom Work Order. I'll walk you through the process so you can successfully modify it. To begin, here's how:

1. Click Sales Orders from your QuickBooks Home screen.
2. Click the Formatting tab on the Create Sales Orders window, and then click Manage Templates.
3. Select Custom Sales Order from the template list, and then click Copy to make a duplicate and avoid accidentally overwriting the original.
4. Name the new template by typing Custom Work Order in the Template Name field. You'll then click OK to begin customizing the template.
5. Click the Additional Customization button to view the advanced options, and then select the Header tab then change the default title text to Work Order.
6. Change the text for Ship Date to Scheduled Date or Job Deadline, and then check the both boxes beside the it.
7. Select the Columns tab, and then clear the second check boxes next to Rate and Amount if you want to prevent your rates and charges from appearing on the printed work order. Know that you'll still be able to enter this information on the computerized form for invoicing purposes.
8. Make any other customizations as appropriate for your company, and then click OK twice to exit the template.

You can now enter a work order just as you would a sales order. If you need to return to work order form, you can click the Sales Orders on the Home screen and then select Custom Work Order from the Template drop-down menu.

When you're ready to create an invoice for your work orders, know that you can do it just like how you would create an invoice for your sales orders. Refer to this article for the steps: Create an Invoice for Work orders in QuickBooks Desktop.

Additionally, I've got you this article to help you track job costs in QBDT: Track job costs in QuickBooks Desktop.

You can also check this page to learn more about customizing a report to show specific data in QBDT: Customize customer, job, and sales reports in QuickBooks Desktop.

Should you need further assistance with this? Or do you need help performing specific tasks in QuickBooks? Feel free to get back to me anytime. I'll be more than happy to help you out once again. Take care, and have a good one!

Why is everything for Quickbooks online?  I have logged in, selected my version of quickbooks being Desktop Enterprise and posed the question and yet all that comes up are answers for quickbooks online.

Hi @christy20657,

Thank you for posting here in the Community. I'm here to help you with your concern about how you can show answers for QuickBooks Desktop Enterprise only.

The answers on the website will be based on your product filter. When choosing Desktop, the product should show beside Filter and Reset (see screenshot below).

If you've already double-checked the filter, but the issue persists, the browser's stored cache may be full. It can cause unusual behavior on our Community website, such as being unable to show articles for a specific product only. 

I'd suggest you start by logging into your QBO account using a private browser. It doesn't store data in the cache. It's a great way to isolate browser-related issues.

If you're using Mozilla Firefox or Microsoft Edge, press the CTRL + Shift + P shortcut on your keyboard. For Safari, hit Command + Shift + N. Press CTRL + Shift + N if you're using Google Chrome.

From there, go back and access the QuickBooks website. If it works, let's clear your browser's cache to have a clean slate. If private browsing doesn't work, use another supported web engine to get the best and most secure experience with using the product.

Additionally, you access articles for a specific product directly on the Community website. For additional reference, I've attached this link: QuickBooks Q & A Enterprise Suite.

Feel free to drop a response below if you have more questions about navigating the website. You can also share your concern here and we'll be sure to get back to you. Take care.

I run a boatyard. We have over 200 boat owner customers. There are quite a few customers that have up to 3 boats. I add them to the customer account as "Jobs". We then use Work Orders (renamed and reformatted Sales Orders) to track repairs, rebuilds, repowers etc. A customer's boat can have 3-10 Work Order every year. I want to be able to see all costs associated with EACH WORK ORDER (not the customer). Sure, I can create an invoice for that customer and go right into "Add Time/costs" to view ALL CHARGES/COSTS for the customer, but not broken down by work order- so I have to get the calculator out.

There must be a way to see where we are at (work in progress) for a single Work Order. To clarify- this would include all employee billable time entries (which we can't assign/attach at present), materials, expenses, contractor work etc.

What am I missing? I want to see our profitability for that particular Work Order (which can have many labor & parts items on it).

Any help/direction is much appreciated.

The Add Time/Costs can only be added to sales receipts and invoices, SBW.

I've got a workaround you may consider doing that let you do the tasks. You can customize your template and add the Cost column to it. Note that you'll have to calculate it manually and can only input the total cost, not the breakdown. Here's how:

1. From the Sales Order screen, click on Formatting.
2. Choose Customize Data Layout.
3. Click the Columns tab.
   
4. Ensure that the Cost box is check-marked.
5. Click OK.
   

I can see how relevant for you and your business to view all charges/costs for the customers. I suggest submitting feedback to our Product Development Team. They look through submitted suggestions for future updates and use them to develop changes for the product. Here's how:

1. Go to the Help menu at the top.
2. Select Send Feedback Online.
3. Click Product Suggestion. 
4. Click on the drop-down for Type of Feedback and select Product Suggestion.
5. Select the Product Area.
6. Enter your thoughts and suggestions.
7. Click Send Feedback.

You can also check these resources to learn more about job cost and customizing reports in QBDT:

•  Track job costs in QuickBooks Desktop.
•  Customize reports in QuickBooks Desktop.

You can always get back to us if you have additional concerns about managing customers/jobs in QuickBooks. We're happy to assist you.