Showing results for 
Search instead for 
Did you mean: 
Not applicable

1 Credit Card Transaction for Multiple Customers

We work with an educational institution and, years ago, I set them up as a customer for each division. The law school was one customer, the medical school was another customer, etc. It gave us a way to see how we profited from each division.  Now the school's overriding AP dept wants to pay us with a corporate credit card and have me process the credit card 1 time for invoices from multiple divisions aka customers.  Is that possible? Clearly, when I got to "customer payment" for the law school, invoices for the medical school aren't going to show up.  I assume, going forward, I'm going to have to create invoices now under 1 customer name so I can record payments as 1 group via their credit card.


Re: 1 Credit Card Transaction for Multiple Customers

Thank you for providing the complete details of your concern, QuestNikki.


Let me point you in the right direction on recording a single credit card payment for the law and medical school's invoices.


First, may I know what QuickBooks product are you using? Knowing so will help me provide the correct steps.


In the meantime, if you're using QuickBooks Online, we can add the medical school as a sub-customer of law division (or the other way around). With that said, all the transactions under the sub-customer will be added to the parent account.


Converting an existing client into a sub-customer allows you to easily monitor status, organize transactions, and conveniently access reports, all in just one dashboard. Most importantly, it lets you pay the law and medical school's invoices using one credit card payment.


Let me show you how to do this:


To add a sub-customer:

  1. Go to Sales on the left pane.
  2. Choose Customers at the top.
  3. Check the division you want to add as a sub-customer.image.png
  4. Click the Edit button.
  5. Check the Is a sub-customer box.
  6. Select the parent customer.
  7. Choose whether you want to have it Bill with parent or Bill this customer.
  8. Click Save.


To receive payment:

  1. Click the Plus sign icon.
  2. Choose Receive Payment.image.png
  3. Select the parent account under the Customer drop-down.
  4. Check the invoices you want to pay using a credit card.
  5. Enter the needed details and click Save.


Please visit this article for additional details: How to add a customer or sub-customer.


That information should help you record a single credit card payment for the law and medical school's invoices.


Let me know how things go once you've tried the steps. I want to make sure everything's all set on your end. Have a good one! 

Not applicable

Re: 1 Credit Card Transaction for Multiple Customers

Thanks for your reply.  That looks great but I don't have an interface that resembles that at all.  I'm using QuickBooks Desktop Pro 2018.  I've looked all over for the parent/sub option and it's not there.  Any ideas?

Not applicable

Re: 1 Credit Card Transaction for Multiple Customers

Hello, QuestNikki.


Sub customers are not available in the Desktop version. You can instead convert existing customers into Job. Here’s how:


  1. Go to Customers at the top > Customer Center. 
  2. Locate the Customer/Division. 
  3. Hover your cursor into the small diamond icon on the left part of the customer’s name. 
  4. Once your cursor become a four headed arrow, drag the customer’s name down under the Parent Customer.
  5. Hover your cursor to the diamond icon again and drag it to the right side until it’ll place in the middle. 

Please visit us again if you have other questions about QuickBooks. 


Need to get in touch?

Contact us