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Manage clients in QuickBooks Online Accountant

SOLVED•by QuickBooks•203•Updated November 21, 2023

Learn how to keep track of clients and update your client list. If your client is part of your ProAdvisor Preferred Pricing plan, follow these steps to update their info or remove them.

Your list of clients is always growing. Keeping your client list up-to-date in QuickBooks Online Accountant is easy. Here’s how to update clients' info.

If you just need to get started with bookkeeping, here's how to open and review your client's books.

Add clients

Follow these steps to add clients to your QuickBooks Online Accountant firm.

Important: Our current system is limited to approximately 2000 clients per QBOA firm. For larger firms with 2000 or greater clients, we recommend to consolidate the client list and to create an additional QBOA firm for the over limit clients.

See your clients

In QuickBooks Online Accountant, go to the Clients menu.

The client list shows your clients' info, including who their lead accountant is. You'll also see the status of work like Prep for Taxes and tax returns.

To see more details, select a client's name. The tabs on their profile show you what QuickBooks products they have, documents you've sent them, and tax return info.

Don't see a client or their company on your list? Learn how to find a missing client.

Tip: To manage clients on your ProAdvisor Preferred Pricing plan, select Settings ⚙ and then Subscriptions and billing. Select the Accountant-billed subscriptions tab.

Update or edit a client’s info

  1. In QuickBooks Online Accountant, go to the Clients menu.
  2. Find the client.
  3. Select Edit client in the Actions column.
  4. Make your changes.
  5. When you're done, select Save.

Tip: If you don’t see the changes immediately, refresh your web browser.

Make a client inactive

If you have seasonal clients or ones you don’t work with often, make their profiles inactive. Inactive clients won’t appear on your list of clients, but QuickBooks holds onto all their info.

Note: Making a client inactive doesn’t cancel their subscription. It also doesn't remove them from your ProAdvisor Preferred Pricing plan.

  1. In QuickBooks Online Accountant, go to the Clients menu.
  2. Find the client.
  3. Select the Edit client ▼ dropdown and then Make inactive.

To see your inactive clients:

  1. In QuickBooks Online Accountant, go to the Clients menu.
  2. Select the Settings ⚙ icon at the top of the list.
  3. Select the Include inactive clients checkbox.

To make a client active again and pick up where you left off:

  1. In QuickBooks Online Accountant, go to the Clients menu.
  2. Find the client.
  3. Select Make active in the Actions column.

If you're the primary admin for your QuickBooks Online Accountant firm, you can permanently delete clients. You lose all access to their company and any work in features like Prep for taxes.

Important: You can use the delete permanently feature whether a subscription is active or not. As long as you're not the Primary admin of your client's company, you can delete that client. Deleting a client doesn't stop their QuickBooks Online subscription. If they need to cancel, here's how to cancel a QuickBooks Online subscription.

If you know you need to delete a client:

  1. If you're currently the primary admin for your client's company, make sure your customer assigns a new primary admin.
  2. If the client is part of your ProAdvisor discount plan, remove them from it. Your client gets full access to their accounts after they update their billing info.
  3. Sign in to QuickBooks Online Accountant as an admin.
  4. Select Clients.
  5. Find the client you want to delete and select their name.
  6. In the Edit client dropdown, select Delete permanently.
  7. Select Yes to confirm.

Note: When you delete a client who’s also connected through ProConnect Tax Online, this only deletes their QuickBooks profile. It doesn’t affect their ProConnect profile.

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