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T
Tuhner22
April 13, 2019
Question

Sub customer

  • April 13, 2019
  • 4 replies
  • 7 views

What is a sub customer and do I have access with basic online subscription 

4 replies

J
JamesDuanTQuickBooks Team
QuickBooks Team
April 13, 2019

Hello Tuhner22,

 

A sub-customer is similar to multiple franchises for a customer. This would allow you to do a detailed tracking of your transactions.

 

Before you can create one, make sure the parent customer is already set up. Now, here's how to create a sub-customer:

  1. Select Sales on the left menu and go to the Customers tab.
  2. Click the New customer button.
  3. Enter the needed information in the Customer information window.
  4. Mark the Is sub-customer box and enter the parent customer.
  5. Click Save.

Meanwhile, Master Admin has access to every pages and functions in QuickBooks Online. You can check your access rights in the Manage Users page:

  1. Click the Gear icon in the upper-right corner and select Manage Users.
  2. Go to the Users tab.

You can see here your user profile and your access rights. Otherwise, you don't have enough access rights to view the page. Thus, needing you to reach out to the Master or Company Admin of the account.

 

Feel free to browse this link to see the comparison of QuickBooks Online subscriptions: https://quickbooks.intuit.com/pricing/.

 

I'll get back to you if you have further questions, Tuhner22. Have a great day!

I
Ina Farmer
September 16, 2020

How can I unmark the sub customer? It keeps showing me an error message even though both accounts have no outstanding balance.

 

Error: You cannot change who this customer bills with because there are invoices for the parent that include charges for this customer, or there are payments from the parent that pay off invoices for this customer. Delete all payments or invoices to this customer's parent which link to this customer.

Angelyn_T
Angelyn_TModerator
Moderator
September 16, 2020

Thank you for joining the thread, @Ina Farmer.

 

Allow me to share some information about the error message you're getting.

 

The ability to move the customer to another sub-customer or unmark the sub-customer isn't available if the sub-customers transactions are associated with the parent customer through the Bill with parent option. You can only achieve your goal if the customer and sub-customer have individual entries in the system.

 

That said, you need to delete all the payments and invoices associated with the customer that you're trying to modify. This is to ensure that your records are accurate and to prevent issues in the future.

 

 I'm adding a link that you can check out about managing your customer's information in QuickBooks Online from adding to restoring them, feel free to read the details from here during your free time: Manage your customer list.

 

Please know that I'm only a post away if you have any other issues or concerns. I'll be more than happy to help. Take care always!

P
Phusion
December 15, 2020

I have a question if Sub Customers can be used for this example to simplify invoicing for our customer. 

 

Our customer has 4 Regions - - - they are all same as as example region 1 below. 

 

Region 1 - Lino & Cloud - everything bills to Lino but many jobs ship to Cloud.  We need to bill Lino for all jobs shipping to Cloud but some jobs ship and bill to Lino as well. 

 

Is this an option to use Sub Customers to ease in having to type in the ship-to address all of the time? I tried setting up Sub Customers.  However, when I invoice something for Could it shows Cloud in the Bill To and needs to read Lino.

 

Make Sense? What am I doing wrong or is this not a good fit? 

 

 

 

 

N
Nick_M
Level 4
December 15, 2020

Hi there, Phusion.

 

Thanks for dropping by the Community, I'm happy to help. What you're going to want to do is change the profile for Lino so it has a different shipping address than billing address. Here's how:

  1. Select Sales or Invoicing from the left menu.
  2. Select Customers at the top.
  3. Select the Customer's name.
  4. Select Edit at the top right.
  5. Under Shipping Address uncheck the box labeled Same as billing address.
  6. Enter the Shipping Address and make sure that it is at least one character different from the billing address.
  7. Select Save.

When you uncheck that box and change the address, you'll enter Cloud's address. This way it sends to Cloud but is billed to Lino. 

 

You can find further information on these steps and more in this link about entering shipping addresses on invoices. 

 

If there's anything else I can help with, feel free to post here anytime. Thanks for dropping by and have a lovely day. 

S
StudioMH
January 19, 2021

Hi - what if product is shipped to both the Lino & Cloud locations - and sales tax rates are not the same?   

K
kathy-smith
June 17, 2023

I have a customer called LSI Flooring that I currently bill for Rug pad  they sell and we distribute for them and they pay through the QB Link on the invoice.

They have created I guess you could say a different entity "Rugs by LSI" under the Mother company that they now sell these Rugs through with a different name and want me to bill it in the name of the new entity because the payment will come from a different checking  account they set up for selling the rugs but there is no separate tax ID for the rug selling just a different checking account. Is this possible to do in quickbooks? They say they can't pay my invoices for the Rugs when I send the invocie to the main company LSI Flooring because of the differnt checking accounts.I am so confused I don't know what to tell them or do.

I might add also that they want the "Rug side of thigs sent to a different email address as well for billing.

Rubielyn_J
Rubielyn_J
Level 8
June 17, 2023

Hello there, Kathy. 

 

I'd like to share some insights with you on the process of sending online invoices to your sub-company known as Rugs by SLI.

 

To begin, we can add Rugs by LSI as a sub-customer to LSI Flooring. Make sure to enter their new banking info and email address so they'll be able to receive and pay the invoices online. This way you can track individual customers. 

 

Let me show you how: 

 

  1. Navigate to ​Get Paid & Pay or Sales and then Customers (Take me there).
  2. Click New Customer.
  3. Enter the sub-customer’s name and contact info.
  4. Choose the Is a sub-customer checkbox. This action will display a parent customer dropdown menu.
  5. In the Parent customer ▼dropdown, select the parent account. 
  6. Select the Bill parent checkbox if you want to bill the sub-customer with the parent customer. Leave this unchecked if you want to bill the sub-customer themselves.
  7. Review each section and enter any info you need for the sub-customer.
  8. If the sub-customer is tax-exempt, proceed to the Additional info section and select the checkbox for This customer is tax-exempt. Then select the Reason for Exemption ▼ dropdown and choose why the customer is tax-exempt.
  9. Click Save.

 

Once you've finished the setup, you can easily send the invoices by selecting the sub-customer and initiating the process.

 

Moreover, I've collected some relevant articles you can use to help manage your invoices and other sales transactions in QBO: 

 

 

If you have any additional questions or concerns regarding the process of sending invoices to a sub-company, please keep me updated. I'm here to assist you. Take care and stay safe!

S
Steph-Hicks
December 7, 2023

HOw do I just get invoices for a sub customer without having to delete everything? I used to beable to go it, now I get this messgare 

 

You cannot change who this customer bills with because there are invoices for the parent that include charges for this customer, or there are payments from the parent that pay off invoices for this customer. Delete all payments or invoices to this customer's parent which link to this customer.

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