Add, sort, duplicate, and edit lists

Learn how to add, sort, duplicate, and edit lists in QuickBooks Desktop for Mac.

You can add, sort, duplicate, and edit lists so you don’t need to enter them whenever you make a transaction. This helps you manage your lists, organize them, and save you time. Here’s how.

Note: If you have customers in contacts, sync them with QuickBooks.

Add customers to your list

You can add your customers to your customer list so you can manage their info and track their invoices.

1. Go to Customers, then select Customer Center.
2. Select the plus + dropdown menu, then select New Customer.
3. Fill out the fields. If there’s no field for the info that you want to enter (like a customer's website), you can create a custom field.
4. Select OK.

Add employees to your list

Employees and contractors are different. Not sure which worker to add? Here’s how to tell if they're an employee or a contractor.

1. Go to Lists, then select Employees.
2. Select the plus + dropdown menu, then select New Employee.
3. Fill out the fields in the Address Info tab.
   Note: You may get an error message when you enter a Social Security number. You can call your local Social Security Administration office to check it.
4. (Optional) Select the Additional Info tab. Then, fill out the fields.
5. Select OK.

Note: To mark an employee as inactive, select the Inactive checkbox. Then, clear the Include inactive checkbox to hide them from the employee list.

Add vendors to your list

Vendors are people or companies that you owe money to. You can add them to your Vendor list.

1. Go to Vendors, then select Vendors.
2. Select the plus + dropdown menu, then select New Vendor.
3. Fill out the fields. If there’s no field for the info that you want to enter (like a customer’s website), you can create a custom field.
4. Select OK

Note: To mark a vendor as inactive, select the Vendor is Inactive checkbox.

Add Other Names to your list

You can add names that’re not customers, vendors, or employees to your Other Names list. You can use the Other Names list instead.

1. Go to Lists, then select Other Names.
2. Select the plus + dropdown menu, then select New Other Name.
3. Complete the fields on the Address Info tab.
4. (Optional) Add any notes you want to add.
5. Select OK.

Note: To mark a name as inactive, select the Inactive checkbox. Then, clear the Include Inactive checkbox to hide them from the list.

Sort your customers or vendors center list

You can sort the list of customers or vendors to check details like their outstanding balance.

Sort your customer list

1. Go to Lists, then select Customer:Job.
2. Select a column header to sort by: Customer:Job, Balance Total, or Job Status.
3. Select the column again to change the sort order between ascending and descending.

Sort your vendor list

1. Go to Lists, then select Vendors.
2. Select a column header to sort by: Name, Balance Total.
   Note: Sortable Balance Total is available as of QuickBooks 2024 for Mac, R9.
3. Select the column again to change the sort order between ascending and descending.

Duplicate your customers or vendors

You can create duplicate names for customers or vendors. You can duplicate or copy the existing name, and save it with a new one.

Important: This feature is available in QuickBooks 2024 for Mac, R7, and higher

1. Go to Lists, then select the customer or vendor list you want to view.
2. Select the name that you want to duplicate.
3. Select plus +, then select Duplicate.
4. Update the name and details.
5. Select OK.

Note: For customers, if you duplicate a customer or a Customer:Job, the new name will also be a customer or a Customer:Job.

Edit your list info

You can edit the list info that you entered for your customers, employees, vendors, or unidentified names. Here's how.

1. Go to Lists, then select the list you want to view.
2. Select the customer, employee, vendor, or the Other name that you want to edit, then select Edit.
3. After the changes, select OK.