entering projects/matching expenses

Thanks for reaching out to the Community regarding your Project concern, FactoryEdge.

I'm here to offer insights on effectively managing projects in QuickBooks Online.

The process you've outlined and the steps involved are correct. Additionally, when entering expenses related to the project, it's important to properly categorize them to ensure your project profitability is accurately reflected in your financial statements.

About the one problem you've encountered, could you please provide more details? This will help me offer an accurate troubleshooting solution or address it promptly.

I'm sharing this article to learn more about the project feature in QuickBooks: Create and manage projects in QuickBooks Online.

I'd appreciate it if you could share an update regarding this matter. I'll be glad to assist you more.

Sorry meant to say this:

The one problem I have is a lot of times in the category details a price from a vendor will be there but the issue is when I buy from vendors its usually multiple different jobs.   To give an example lets say I purchased from a vendor and it shows up in Category details for $500.  The problem is when I order from the vendor 9 out of 10 times its for multiple customers so that $500 would not be correct amount for that project and customer. I hope that makes sense? 

Hello there, FactoryEdge. Let me provide the information about managing projects in QuickBooks Online (QBO).

When creating projects in QuickBooks Online, you typically select a single customer for each project. This means that every project is associated with a specific customer. When you choose a project, the customer linked to that project will automatically be populated.

Nevertheless, you can input multiple projects under one payee, ensuring that you allocate them correctly. While the transaction will display the total amount, you can generate a Project Profitability report to view those expenses individually.

Additionally, you can check this article to learn how to set up and manage projects: Create and manage projects in QuickBooks Online.

Let me know if you have other questions about managing the project. I’m always here to help. Have a great day ahead.

I understand that part, Im talking about when I order from a vendor its usually for multiple customers, so Quickbooks doesnt see that it just see's 1 lump sum and unfortunately in category items it shows up as one lump sum not just for that 1 customer. Thats another part to my question is how do I go about that? Do I delete that lump sum from category items ? and just add there parts to item details? or do I do something different 

I'll share information about tracking your order or an expense from one vendor for multiple customers, @FactoryEdge.

If you use the Category details, it will be recorded as lumpsum, and you can only choose one customer or project.

That said, I suggest you use the Item details. This way, you can allocate each product with a quantity to different customers. You can delete the lumpsum from category items.

Here's how:

1. Open an expense transaction.
2. Select a vendor.
3. Scroll down to the Item details section.
4. Choose a product.
5. Add a quantity and select the customer or a project.
6. Click Save and close.

For future reference, you can read this article to help you review or modify your expenses: Enter and manage expenses in QuickBooks Online.

Feel free to click the Reply button below if you have questions about managing expenses in QuickBooks Online. The Community is always here to help. Have a great day.

Thank you for your reply, I have been doing that and what im experiencing now  is the following. It is doubling my cost of goods sold. How do I keep that from happening? Here is what im doing, Also if it helps my bank is attached to my QB...  lets say  I purchase from vendor called "A"  and thats under cost of goods sold, Then I go to projects and add in my expense under item details.  its acting like I payed twice from Vendor A in my cost of goods. What can I do differently?  

Thanks for getting back into this thread, @FactoryEdge. Let me direct you to the best support available that can assist you with this concern.

You mentioned linking your bank account to QuickBooks Online. Are you just clicking Add when categorizing your transactions? Please make sure to match the bank transactions to the manually added expenses instead of adding them to avoid duplicating the Cost of Goods Sold (COGS).

Moreover, I'd also recommend reviewing the COGS from the Profit and Loss report to check for any duplications. Simply click the amount in the COGS line to identify the associated transactions.

Nonetheless, I recommend reaching out to our customer care team. They have the necessary tools to check your account securely and perform a screen-sharing session to review your items and transactions setup further to ensure accuracy. Here's how:

1. Log in to your QuickBooks Online account.
2. Click the ? Help button at the top right corner.
3. Go to the Search tab, then select Contact Us.
4. Enter a brief discussion with your concern, then click Continue.
5. Choose a way to connect with us.

Additionally, once you set up your projects, you can track income, expenses, timesheets, and labor costs. You can check out this article to learn more about this option: Track hourly labor costs and profitability by project in QuickBooks Online.

If you have further questions about handling projects in QBO, please let me know by commenting below. I'm always glad to help. Stay safe.

I just tried that and was basically just pushed away  with no real solution