Project Numbers

Hi there, amyrajewskiCR.

Thanks for choosing QuickBooks Online as one of your partners in building your business.

Currently, the option to automatically assign numbers to the projects is unavailable in the program. You'll want to consider adding the project number before entering the name in the Project name field. This way, you'll be able to organize all job-related activities efficiently. here's how:

1. Select the Projects from the sidebar menu.
2. Click New Project.
3. Enter the project number and the name in the Project name field.
4. Select the customer you’re working for from the Customer drop-down menu.
5. Add any notes or details about the project.
6. Click Save.

Alternatively, you can follow the steps below (or visit our QuickBooks App Center) to find a third party can automatically assign to numbers to your projects:
 

1. Login to qbo.intuit.com
2. Select the Apps from the sidebar menu.
3. Enter a keyword or click the Browse category button to filter the results.

I also recommend reading these articles to ensure that you'll get the most out of your Project experience in QuickBooks Online:
 

• Set up and create projects

• Projects FAQs

• Top Tips in using the Project feature

If there's anything else that I can help you with, please don't hesitate to leave a comment below. Stay safe and have a great rest of the day.

@amyrajewskiCR 

Consider having a project management app.

Thank you! I've searched through apps but am having a hard time finding one that does this (auto-assigns project #s). Do you know of any - not that I'm asking for a recommendation of one over the other, but I'd love to know which apps do this. I searched for project numbers and about 10 other search terms and nothing comes up. I'm sure this is one of many features of the apps that provide it. Thanks!

@amyrajewskiCR 

What kind of business do you run?

@amyrajewskiCR 

I run a small marketing agency and was having the same issue. We use Asana for our project management, but I needed to be able to auto-generate project numbers as well. I was able to create a workflow using some 3rd party connectors. QuickBooks Online does generate an ID number for every new project you create, but it is not accessible (or visible) through their online software...which is CRAZY. This should be such an easy fix to enable the visibility of this ID number and a timestamp, but I have not gotten anywhere with this request. 

I have a system in place that auto generates a project number based on the timestamp when the project was created and the ID number that QBO generates on a spreadsheet. From there I just need to copy and paste the new project ID back into QuickBooks. I also have our so that is auto-generates the project in Asana and creates a Shared network folder in Google Drive using the project number, client, name, and project description. 

How do I set it up so that there is a field for the project number, and a separate one for the project description, since they are different information and don't belong together? For instance, a project number 1234 with a description, being the address of the site, of 54321 Main Street. How do I put those in different fields and track them?

Hello there, SCA3.

You can use our Class and Location tracking feature where you can assign the project number as Class and the project description as Location. To use this feature, you'll have to turn it on first. Let me show you how:

1. Go to the Gear icon and select Account and settings.
2. From the Advanced menu, select the Categories section.
3. Toggle to track classes and track location. Select your preference.
4. Click Save and Done.

Just a heads up, these fields in your transactions won't pre-fill to a specific project, you'll have to select the project number and description every time you create one.

In case you've used these features for other purposes, you can use our Custom fields option. You can only enter a maximum of 30 characters on each custom field and you'll have to manually enter the project number and description. To add this in a specific sales form, you can go to the Custom form styles page. Here's how: 

1. From the Gear icon, click Custom form styles.
2. Click New style and select the transaction type or click Edit to an existing template.
3. Go to the Content tab. From the right side of the screen click the header part.
4. Under the Display section, click +Custom field. 
5. Check a box and enter the description of the field, something like project number.
6. Click Done to save. 

When tracking these fields, you'll just have to customize the report and add these fields as columns. 

Let me know if you have other questions. Take care and have a great day!

Please could anyone advise if they have overcome this issue? We too are a marketing agency and it is essential that the platform we move across to has the functionality to auto assign job/project numbers (or it seems with QB, makes the unique project ID number visible). We do not need a full project management system, but do need to have unique, sequential project/job numbers. 

Thank you

Hi @davidvnurev, can you please explain more about what is triggering the automated connection to the job number spreadsheet, Asana and Google Drive?

@davidvnurev are you able to explain what is facilitating the automated connection with the job number spreadsheet, Asana and Google Drive? 

I was able to find a workaround using Zapier. I have attached some documentation. You can use Zapier to create a new row in a Google Sheet and then from that Google Sheet you are able to create multiple other automations for your project workflow. I still have to manually go back into the QBO Project and assign the project number in the title of each project within QuickBooks Online after the project ID is available in my Google Sheet. I'm also using a formula to add a date-based identifier to the front of each project ID as well. So if project 208 was started in 2021 it would look this (2021-208 // Customer Name // Project Name) and then I used a formula to break apart the "Fully Qualified Name", which is the customer name and project name exported (technically a sub-customer in QBO), into two columns "Customer Name" and "Project Name". Once you have those broken apart into columns on your Google Sheet it becomes easy to create automations that involve the project ID, Project Name, and Customer Name.

Hope this helps!

Besides Zapier, explore another connector at a lower cost.

https://www.integromat.com/?pc=quickbooks

Has any progress been made from QB for project numbering? 

Thanks for joining this thread, @CRD120296. I'm here to help you sort this out.

I understand how this feature can help you handle projects inside your company. However, this option is still unavailable in QuickBooks Online (QBO).

To get around this, I can help you send feedback to our Product Development Team. This way, they'll see your feature request and consider adding it to future updates. I'll write down the steps below to get you going:

1. Access your QuickBooks Online company.
2. On the top right corner, click the Gear icon.
3. Below the Profile column, select Send Feedback.
4. Enter a brief description of your feature request.
5. Once you're ready, press Send.

Also, I've added these articles on customize, memorize reports, and other project concerns.
 

• Run reports in QuickBooks Online.
• Projects FAQ

Please know the Community has your back. If you have other questions, click the Reply button and post a comment. I’m here ready to assist further.

I was eventually able to set it as a custom field in the project, as we have our own project number, a name that we and the client use, and then separately the client may have a project number! 

Initially the software said that it wouldn't take "Project Number" as a custom field, but it then did without telling me so I guess that works now? Odd, but the upshot is that you ignore the error message and check the project fields and it may appear.