Invoicing - multiple projects for one customer

pjmitchell55 · ‎October 08, 2020

Using Desktop Premier for Contractors. We have customers that have several different "jobs". How do I enter an invoice for a customer that has line items for more than one job on that invoice? (These were originally done in QBO, but I now have the wonderful task of entering them into QuickBooks Desktop.)

Thank you.

MirriamM · ‎October 08, 2020

Hi there, pjmitchell55.

Let me share information about how creating invoices works in QuickBooks Desktop (QBDT).

QuickBooks Online (QBO) and QBDT are two different QuickBooks product with unique features. In QBDT, you cannot invoice more than one Job. Since the Job is tied to the Customer's name in which only one Customer:Job can be billed in one invoice.

You may consider using the Class tracking feature to identify your jobs instead. That way, you can allocate each line item of an invoice to a class.

For future tasks, you may find below links helpful may find

Get back to me if there's anything else I can assist you with, in managing your QuickBooks account. I'm always here to lend a hand.

**Say "Thanks" by clicking the thumb icon in a post.

**Mark the post that answers your question by clicking on "Accept as solution".

View solution in original post

Candice C · ‎October 21, 2020

Hey there, @pjmitchell55.

Thanks for reaching back out to the QuickBooks Community.

The reports that are available in QuickBooks Desktop (QBDT) by class are class list, profit and loss by class, purchases by class detail, sales by class detail, and sales by class summary.

You can use a sample file in the product to create some data to test some of these reports out. This will allow you to see what's the best fit for your business. Here's how:

Open your account.
From the "No Company Open" window, click on the Open a sample file drop-down menu.
Choose a test file and press it to open.

From here, you'll be able to try different reports to see what your business needs. You can always go a bit further and customize reports in your account to receive information in a format you'd like.

Let me know if this helps. I want to make sure all of your concerns are addressed. The Community is always here to have your back. Wishing you and your business continued success!

View solution in original post

MirriamM · ‎October 08, 2020

Hi there, pjmitchell55.

Let me share information about how creating invoices works in QuickBooks Desktop (QBDT).

QuickBooks Online (QBO) and QBDT are two different QuickBooks product with unique features. In QBDT, you cannot invoice more than one Job. Since the Job is tied to the Customer's name in which only one Customer:Job can be billed in one invoice.

You may consider using the Class tracking feature to identify your jobs instead. That way, you can allocate each line item of an invoice to a class.

For future tasks, you may find below links helpful may find

Get back to me if there's anything else I can assist you with, in managing your QuickBooks account. I'm always here to lend a hand.

**Say "Thanks" by clicking the thumb icon in a post.

**Mark the post that answers your question by clicking on "Accept as solution".

pjmitchell55 · ‎October 21, 2020

I got everything in (I hope, lol). I had wondered about class tracking but we are using class tracking for our trucks and other equipment. (Excavation / construction company). The way this company has things set up we have SO many jobs. We have one major "customer" that has "sub-customers (locations) that have multiple "jobs". Its kind of unruly, but the owner wants to be able to get very detailed information.

I'll still think about class tracking customers, but not sure if we could run a profitability by class if we have both vehicles and customers as classes ?

Candice C · ‎October 21, 2020

Hey there, @pjmitchell55.

Thanks for reaching back out to the QuickBooks Community.

The reports that are available in QuickBooks Desktop (QBDT) by class are class list, profit and loss by class, purchases by class detail, sales by class detail, and sales by class summary.

You can use a sample file in the product to create some data to test some of these reports out. This will allow you to see what's the best fit for your business. Here's how:

Open your account.
From the "No Company Open" window, click on the Open a sample file drop-down menu.
Choose a test file and press it to open.

From here, you'll be able to try different reports to see what your business needs. You can always go a bit further and customize reports in your account to receive information in a format you'd like.

Let me know if this helps. I want to make sure all of your concerns are addressed. The Community is always here to have your back. Wishing you and your business continued success!

pjmitchell55 · ‎October 22, 2020

Thanks for your input!

jpohl10934 · ‎July 06, 2021

How do i add a job under the customer without it automatically adding a Job 1. When I try to add a location under a customer it wants to create a Job 1 and move everything to that (invoicing, payments, notes, information, etc.) and i do not want that.

I just want to create an additional job under an existing customer. I am currently using QB's Enterprise 21.0 (Professional Services). It didn't used to do this until we did an update recently. Please help

Thank You

AlcaeusF · ‎July 06, 2021

Hi @jpohl10934,

Welcome to the Community. I'm here to help you get rid of the message prompt when adding a job in QuickBooks Desktop.

You usually get the Moving Existing Job Information prompt if there's an existing job-related information under the customer. I recommend you perform some basic troubleshooting to isolate and fix the issue.

Before you start, let's check the existing jobs associated with the affected customer. Filter the list to show all the jobs, including those that got inactive.

Here's how:

Click the Customers tab at the top menu bar.
Select Customer Center.
Go to the Customers & Jobs tab.
Click the drop-down arrow above the search field, then select All Customers.

If there are no existing job-related information, you can start performing the troubleshooting steps. I suggest you start by running the Verify data and Rebuild data options in QuickBooks. These tools self-identifies the most commonly known data issues within a company file and self-resolves them.

To run Verify data:

Click the File tab at the top menu bar.
Hover your cursor to Utilities.
Select Verify Data.

Once done, please follow these steps to run Rebuild data:

Click the File tab at the top menu bar.
Hover your cursor to Utilities.
Select Rebuild Data.

If the problem continues, you can also re-sort your customer list in the program. This feature will help you fix any odd behavior in your company file. Here's the link: Re-sort lists in QuickBooks Desktop.

I've also attached an article you can use to learn how to run job costing reports in QuickBooks: Tracking job costs in QuickBooks Desktop.

Leave me a comment below if you need further assistance adding a job for a specific customer. The Community and I will be around to help you.

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Invoicing - multiple projects for one customer