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Create and manage jobs or customers for QuickBooks Time

SOLVEDby QuickBooks74Updated December 19, 2023

Learn how to create and manage jobs, clients, or customers for QuickBooks Time and QuickBooks Online.

QuickBooks Time uses the term “Jobs”, but some accounting softwares may change it to “Customers” or “Clients”, if your accounts are connected. If you have QuickBooks Online Essentials, Plus, Advanced, Accountant, or QuickBooks Online Payroll Premium or Elite, you’ll see “Customers”. You can also manage your customers in both QuickBooks Time and QuickBooks Online. 

In this article, you’ll learn how to:

Create top-level jobs

  1. In QuickBooks Online, go to Time, then Assignments. Or, in QuickBooks Time, go to Jobs or Customers
  2. Select + Add, then enter a name, and select Save

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Create sub-level jobs

  1. In QuickBooks Online, go to Time, then Assignments.
    Or, in QuickBooks Time, go to Jobs or Customers.
  2. Select Add sub job + next to the job or customer.
  3. Enter the sub-level job or customer name.
  4. Select Save to add the next sub-level job or customer.
  5. Select Cancel to close the job or customer editor.

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Assign or unassign a job

Assigning a job or customer to an individual or group gives them the opportunity to track time against the desired job. If a team member isn't assigned to a job or customer, they won't be able to see it on their time card.

  1. In QuickBooks Online, go to Time, then Assignments. Or, in QuickBooks Time, go to Jobs or Customers.
  2. Select the customer you want to edit.
  3. Assign or unassign:
    1. To assign, select Assign to all team members, or select Edit to choose team members. Then go back and Save.
    2. To unassign, uncheck Assign to all team members, or select Edit to unassign specific team members. Then go back and Save.

See also: How to set up and manage custom fields, if you need to assign or restrict custom fields fields and their items. 

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Edit a job

  1. In QuickBooks Online, go to Time, then Assignments. Or, in QuickBooks Time, select Jobs or Customers
  2. Select the customer you want to edit.
  3. Make the changes, then Save.

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Change a job's level

You can choose to move jobs to a higher or lower level. When you move a parent job, all of its children and team member assignments move with it.

  1. In QuickBooks Time, go to Jobs or Customers, then select Edit ✎.
  2. Select More, then Move
  3. Then, choose which job to move it under, or select Select Top Level to move it out from under any other job. 
  4. The Manage Jobs window shows the new position of the job. If you want to make sure the job moved correctly, you can see its position by entering the name into the Search field.

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Add a job location for nearby jobs

If you add a location to a job or customer, team members get a list of those that are nearby their current location when they clock in or switch jobs inQuickBooks Workforce (they need to turn on location settings on their mobile device).

  1. In QuickBooks Online, go to Time, then Assignments. Or, in QuickBooks Time, go to Jobs or Customers
  2. Select the customer you want to edit.
  3. Enter the address under Location and choose from the suggestions in the dropdown list.
    1. A appears next to the address after you successfully add it. 
  4. Select Save.

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Duplicate jobs

You can duplicate a job and all its sub-level jobs. This is an easy way to create a new job that needs to have the same list of sub-level jobs as one that's already established.

  1. In QuickBooks Time, go to Jobs or Customers, then select the job or customer you want to duplicate.
  2. Select More, then Duplicate.
  3. Enter ‌a job name.
  4. Select Save.

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Import jobs from a CSV file

Use the Import/Export feature to import a list of jobs instead of manually creating them.

Note: You can’t use the import/export function to update or change the name of an existing job code. If you change a name on an existing code, the system recognizes it as a new code. It'll only be skipped on import if it matches an existing code exactly, case-sensitive. 

  1. In QuickBooks Time, go to Jobs or Customers, and select More.
  2. Select Import/export (.csv).
  3. Go to the Help tab to review format requirements and to make sure your data is entered correctly. 
    1. You can also go to the Export tab to export existing jobs to help make sure you use the required layout for sub-level jobs.
  4. On the Import tab, select Choose File, navigate to the .csv file you want to import, then select Open.
  5. Select Delete all Jobs if you’re replacing your list entirely, otherwise, it'll add anything new, and skip existing codes.
  6. Check any other appropriate boxes and the box next to Test Mode to run a test import, then Import to catch any potential errors. 
    1. If there are any errors in the file, you’ll see what lines would’ve failed. See Troubleshoot CSV import errors in QuickBooks Time for help to correct these errors.
  7. Once you’ve corrected any errors in your CSV, upload your file again and Import without Test Mode checked.

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Export jobs to a CSV file

  1. In QuickBooks Time, go to Jobs or Customers, and select More.
  2. Select Import/export (.csv).
  3. On the Export tab, select Existing Jobs.csv.

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Delete a job

Important: If you have QuickBooks Online, deleting removes the customer from QuickBooks entirely. It's best to unassign the customer from all team members instead of deleting.

  1. In QuickBooks Online, go to Time, then Assignments. Or, in QuickBooks Time, go to Jobs or Customers
  2. Select Delete next to the customer.
  3. Select Delete to confirm.

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