Add a customer, employee, or vendor in QuickBooks Desktop for Mac

Learn how to add a customer, employee, or vendor in QuickBooks Desktop for Mac.

Add the info of your customers, employees, and vendors in your lists so you don’t need to enter them every time you make a transaction. Here’s how.

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

Add a customer

Add your customers in the customer list so you can manage their info and track their invoices.

1. Go to Customers, then select Customer Center.
2. Select the + 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 an employee

Employees and contractors are different. If you’re not sure which worker to add in your employee list, here’s how to know the difference between employee or contractor.

1. Go to Lists, then select Employees.
2. Select the + drodown menu, then select New Employee.
3. Fill out the fields in the Address Info tab.
   Note: If an error message appears when you enter a Social Security number, call your local Social Security Administration office to check the validity of the number.
4. (Optional) Select the Additional Info tab. Fill out the fields.
5. Select OK.

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

Note: If you plan to use QuickBooks Payroll for Mac, employee names in paycheck data imported from QuickBooks Payroll for Mac must match your QuickBooks employee list (first name, middle initial, and last name).

Add a vendor

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

1. Go to Vendors, then select Vendors.
2. Select the + 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 customer’s website), you can create a custom field.
4. Select OK.

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

Add an Other name

If you have a name that’s not a customer, vendor, or employee, you can use the Other Names list.

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

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

Edit a customer, employee, vendor, or other name

If you need to make changes to the info that you entered, you can always edit a customer, employee, vendor, or other name on the Lists menu.

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

Duplicate a customer or vendor

You may need to create a similar customer or vendor. You can make a duplicate, or copy, of an existing name and save it with a new name. This is now available in QuickBooks 2024 for Mac, R7.

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. Right-click, or select plus +, and 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.