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Experienced Member

QuickBooks Online: Invoicing with Parent and also Locally

In our setup, we have customers with parents that we sometimes bill with Parent and sometimes we bill locally.  I wonder what's the correct way to set those customers in QBO.  Do I need to create a duplicate for when I bill locally?

 

Use Case #1 Example: HotCustomerParent LLC
* HotCustomerLocation1 (Bill wit Parent HotCustomerParent)

* HotCustomerLocation2 (Bill wit Parent HotCustomerParent)

* etc.

 

The original sale is billed with the parent.  Then X months later, one of the location wants to purchase replacement parts and be billed locally.  So, use case #2:
HotCustomerLocation1 now wants to be billed locally to HotCustomerLocation1

* HotCustomerLocation2 now wants to be billed locally to HotCustomerLocation2

* etc.

 

To support both use cases, I can switch the setup on the customer from Bill with Parent to not Bill with Parent, but that moves all the invoices to one setup or another (for statements for example).

Alternative 1: Create them with Parent and then create another customer for Billing locally
* HotCustomerLocation1 (with Parent)

* HotCustomerLocation1 (standalone)

 

Any other suggestions?  Thank you.

3 Comments
QuickBooks Team

Re: QuickBooks Online: Invoicing with Parent and also Locally

Welcome to the Online Community, LindenYa.


You’ll have to set up a different profile for each sub-customer so transactions are tracked separately. If you already have the parent customer, let’s go ahead and add the customer.

 

Here's how:

 

  1. On the left panel of your company, select Sales and choose Customers.
  2. Click on the New Customer tab.
  3. Enter the customer’s information and type in the name only in the Display name as field.
  4. Hit the Save button.

Next, create the sub-customer's profile. Let me guide you on how to accomplish this task.

 

  1. To enter a sub-customer, follow steps 1 and 2 above.
  2. In the Display name as field, type in the customer’s information.
  3. Mark the box for Is sub customer.
  4. In the Parent▼drop-down, find the parent customer, then select Bill with parent.
  5. Click on Save.

You can follow the same steps above when setting up a profile for the Bill this customer option. I’m also adding a link with detailed information on how to manage customer list.

 

When creating an invoice, select the correct client this way transactions are recorded properly.

 

If you have additional questions or concerns, let me know by posting a comment below. I’m here to answer them.

Experienced Member

Re: QuickBooks Online: Invoicing with Parent and also Locally

I understand how bill-with-parent works.  My question is about the situation when you sometimes bill with parent and sometimes bill the local branch.  Do I need to create two local customers?  One that bill with parent and one that is billed locally? Or is there a smarter way around this without creating duplicates.  I'm integrating QBO with our ERP system. In our ERP I have the freedom to have Sales Orders that are billed to parent and/or billed to the branch.  I'm looking for the same flexibility in QBO ==> Invoice 1 billed with parent, Invoice 2 billed to the local branch.

QuickBooks Team

Re: QuickBooks Online: Invoicing with Parent and also Locally

Hello @LindenYa,

 

You can create two local customers to bill them separately. Let me add more details about this.

 

In QuickBooks, you’re able to create two profile customers with the same name, but you need an indicator to identify them.

 

By doing this, you’re able to bill your customers according to how they wish to be billed.

 

You can follow these steps to create a new customer:

  1. Hover your mouse on Sales from the left panel.
  2. Choose Customers.
  3. Click on New Customer.
  4. Enter your customer information. You can place the indicator when entering the Display Name.
  5. Click on Save.

You can also visit our Help Articles page if you want to learn more “How do I” steps.

 

Don’t hesitate to let me know if you have any other concerns. I’ll be around to help.