Single Customer - Multiple Contacts

Glad to have you here, @terrapindreamer.

I'd like to have this opportunity to share some information on how you can create and send an invoice to customer in QuickBooks Desktop.

Since your customer has multiple email address, you can set it up in your customer's profile. Here's how:

1. Go to Customer.
2. Choose Customer Center.
3. Select the customer.
4. Click on the Pencil Icon to edit the customer's information.
5. Go to Address Info tab.
6. Enter all the email address of the customer.
7. Click Ok. 

Once you have set up your customer information, you can now use it in sending the invoice to your customer.

On the other hand, if you have an invoice you want to send to multiple customers, you don't need to create a separate invoice for each customer. Instead, you can create a single batch.

For additional insights, you may check out this article: Send forms by batch in QuickBooks Desktop.

If  you're having difficulty sending your invoices to your customer, I'd suggest contacting our Customer Care Team . A specialist will be able to further walk you through via secured remote access session.

Here’s how to contact us:

1. Visit: https://help.quickbooks.intuit.com/en_US/contact. 
2. Choose your QuickBooks Product.
3. Select your QuickBooks Version.
4. On the Contact Us page, click a topic
5. Click on the View Contact Info button to see the support number.

Don’t hesitate to click the Reply button if you have other questions about sending an invoice to multiple receivers. I’m here to help.

Thank you for the reply but from a quick overview this doesn't truly solve my problem. First, we are using QuickBooks Desktop Pro (should have established that initially).

Let me try to explain it differently:

• Let's call the company ACME. 
  ACME is setup with Accounts Payable as the first and last name - this is where invoices would be sent by default. 
• A monthly invoice for a recurring service is sent to Accounts Payable - this currently works fine.
• We have now also provided services for two separate divisions of ACME each led by two different representatives: John Smith & Jane Lu. Invoices for these services need to be sent independently to the representatives - one addressed to John and one addressed to Jane.  
• We want to be able to monitor customer balances and perform company wide customer reports (aging for example) inclusive of all invoices sent to ACME - this would include invoices sent to Accounts Payable, John Smith and Jane Lu. 
• John and Jane are both entered into QuickBooks as Contacts with the Customer Information screen:
  

Is there a way when creating an invoice to select which contact the invoices should be sent to? This would result in proper addressing but still attribute the invoices to the proper Customer Account within QuickBooks. 

Thank you!

Can this be done in QBO?

Please explain as we cannot find the matching instructions. 

thank you

Thanks for joining this thread, @Christopher Moreno. 

Yes, this process is also available in QBO. You'll first need to add a parent customer before adding sub-customers. This way, you can keep track of each income, expense and balance for your company and each department. 

Here's how: 

1. Go to Sales from the left menu.
2. Select the Customers tab. 
3. Choose New Customer.
4. Enter all the details in the Customer Information window.
5. Click Save.
    

Here's how to create a sub-customer: 

1. Go to Sales from the left menu.
2. Select the Customers tab. 
3. Select New Customer.
4. Enter all the details in the Customer Information window.
5. Check the Is sub customer box. 
6. Choose the Parent customer from the Parent drop-down menu.
7. Select whether you want to have it Bill with parent or Bill this customer.
8. Click Save.

For more information, you can check out this helpful article: Add A Customer and Sub-Customer. 

Once you create invoices, you can add billable time to the your sub-customers. For more details, here's a great article you can refer to: Track Income, Costs, and Profitability By Project 

If you haven't turned on the project feature in the program, you can perform the steps through this article: Set Up and Use the Projects Feature. After that, QuickBooks will automatically calculate your project income and costs.

The steps and resources will help achieve your goal, @Christopher Moreno. 

I'll be around to help if you need further assistance. Have a great day.

Thanks... that's perfect. 

CM

Hello,

I kind of have the same question. I have multiple customers each with many project managers doing different construction jobs and each having their own email address. 

I would like a solution to be able to set up a contact list of names and email address' so I only have to enter the project managers information once and somehow QB would have the information stored so when I set up another job with the same project manager all of his information could be added to the New Job set up.  Is there such a thing?  If not, what does everyone else do? 

Hi there, SettMech. 

Thank you for stopping by the Community today. If you enter the project manager as a vendor and add their email address under initial set up then that email will be tied to that vendor, meaning you can use that email when trying to synce the project manager to a new job. To do so, follow these steps:

1. Select Expenses, then Vendors.
2. Select New Vendor.
3. Complete the fields in the Vendor Information window (specifically the email address).
4. Select Save and close.

You can also check out this helpful link for additional information as well as a tutorial video:

• Add a vendor. 

If you need anything, we're just a few clicks away. Thank you for your time and have a nice day.

so would i create a customer being the job for a project and then the sub customers being the actual customer?

Thank you for reaching out to us, @rfamilyremodel.

I'll be glad to help you with your invoice concern.

Yes,the sub-customer can be the customer of the project and if the customer pays for the project, make sure the profile is set to bill customer.

Here's how to create a sub-customer:

1. Choose Sales  and go to the Customers tab.
2. Select the New customer button.
3. Provide the needed information in the Customer information.
4. Mark the Is sub-customer box and enter the parent customer.
5. Select Save.

You can also check how to customize invoices, estimates in QuickBooks Online for more information about invoices.

We're always here in the Community to help if you have other questions related to QuickBooks. Stay safe!

We have the situation that we have only one customer (no jobs). However, sales orders should get emailed to one contact, but the invoicing needs to be emailed to a different contact. Is there a way to do this? Right now, we have one in CC, but you really need to know the customer and many times our customers get upset when they receive a sales order when they should only get the invoice. 

Thanks for joining the thread, @Ragdavis. I can help you get to the bottom of your emailing transactions concern without a moment's delay.

Regardless if you're using QuickBooks Desktop (QBDT) or QuickBooks Online (QBO), you'll need to have a parent and a sub-customer profile to avoid interchanging your emails. This way, you can also keep track of your income, expense, and balance for each contact accordingly. 

You can either have to choose who's going to be the parent (i.e., contact for sales order) and sub-customer (i.e., contact for invoice) or add a main customer (i.e., name of the company), and both contacts will be the sub-customers.

If you're using QBDT, adding a sub-customer is the same as job costing. To do this, here's how:

1. In the Customer center, highlight the name of the Parent Customer (name of the customer).
2. Click Add New Customer.
3. Select Add Job.
4. Type in the sub-customer's information.
5. Click Ok.

I've attached a screenshot below for your reference.

If you're using QBO, you can either refer to the screenshot below or check out this article for the step-by-step guide: Add and manage customers in QuickBooks Online (Add a sub-customer section). Then, select  Bill with parent or Bill this customer if you want to bill sub-customers individually or as part of the group.

Also,  you can easily keep track of your sales and expenses using predefined customer, job, and sales reports in QBDT. Then, add billable time to your sub-customers when creating invoices in QBO. if you wish to know more about the mentioned processes, you can select the appropriate article below for the QuickBooks product you currently have:

• Customize customer, job, and sales reports in QuickBooks Desktop
• Track Income, Costs, and Profitability By Project

I'm just around to help if you have other concerns about managing your customer profiles and emailing sales transactions in QuickBooks. You can drop a comment below, and I'll make sure to get back to you as soon as I can. Take care always.

Run Customer Statements

Hi there, Beegirl.

May I know the specifics of why you've posted on this thread? If you've encountered any issues or problems?

This way, I'll be able to assist and provide you with accurate resolutions.

I'll wait for your response. Take care!