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Create a customer group in QuickBooks Desktop

Learn how to create a customer group in QuickBooks Desktop.

In QuickBooks Desktop, you can create groups of customers that match certain criteria for things like location, customer type, or the customer’s status. Then you can create automated statements, send payment reminders, or create mailing lists for specific groups of customers. Here’s what to do.

How to create a customer group

  1. Go to the Lists menu, then select Manage groups.
  2. Select Create customer group.
  3. Add a Name and Description for the group, then select Next.
  4. Select the Fields, Operator, and Values to define the group, then select Add. When you’re done, select Next. Or, you can leave these fields blank and select Next to manually add customers.
    1. For example: You can create a group of active customers in California that have an open balance of between $100 and $1,000.
  5. Select Selected fields to see a summary of the fields that will be used for the customer group.
  6. If you need to add customers to the group, you can search by the customers name. To remove a customer from the group, clear the checkbox next to their name.
  7. If you don’t want the group to automatically update, clear the checkbox for Automatically add or remove based on fields selected in this group.
  8. Select Finish.

In QuickBooks Desktop Enterprise 21.0 you can also create groups for vendors.

How to edit or delete a customer group

  1. Go to the Lists menu, then select Manage groups.
  2. Select the customer group you need to make changes for.
  3. Select Actions, then select Edit.
  4. Make any edits to your fields and values, or delete them, then select Next.
  5. Select Selected fields to see a summary of the fields that will be used for the customer group.
  6. If you need to add customers to the group, you can search by the customers name. To remove a customer from the group, clear the checkbox next to their name.
  7. Select Finish.

How to email customer groups

  1. Go to the Lists menu, then select Manage groups.
  2. Select the customer group to email.
  3. Select Actions, then select Email.
  4. Select the customers to email, then add a Subject line and Message.
  5. Select Send.

Who will be able to create and edit a customer group?

Your QuickBooks Desktop admin and any user assigned to a role that has full permission to the customer center can create and edit customer groups.

If you’re using QuickBooks Desktop Enterprise, any user with full permissions to the vendor center will be able to create vendor groups.

Who will be able to delete a customer group?

Only the QuickBooks Desktop admin will be able to delete the group. If the group is being used for payment reminders or automated payments, the group won’t be deleted.

For QuickBooks Desktop Enterprise, if the group is being used to give restricted access, the group will not be deleted until the group is unlinked from the User role.

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