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Level 1

Single Customer - Multiple Contacts

In many cases we work for multiple individuals at the same company (customer). This requires us to send invoices to the individuals' attention for approval. Is there a way to utilize the Contacts tab within the customer record to allow for selection of the appropriate contact when creating an invoice? 

Solved
Best answer January 18, 2019

Best Answers
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QuickBooks Team

Single Customer - Multiple Contacts

Delighted to hear again from you, @terrapindreamer.

 

I appreciate you for clarifying your concern and for providing additional details of it. Allow me to share some information on how you can achieve your goal.

 

With QuickBooks Desktop, you have the option to manage and keep track of your sales and accounts receivables both company wide and department level. You can add sub-customers to your list and send invoices and other forms to them. By doing so, you can keep track of each income, expense and balance for the company and each department. This is the same on how job costing works in the system.

 

Here's how:

  1. Go to Customer.
  2. Choose Customer Center.
  3. Click Add New Customer.
  4. Select New Customer.
  5. Enter the company information.
  6. Click Ok.

Now, let's add the sub-customer or the departments of the company. 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. Hit  Ok.

That should do it! Repeat the same process if you 'll need to add more sub-customers. 

 

Once you create an invoice, you'll be able select which sub-customer will it be sent.

 

Fill me in if you have other questions about creating and sending invoices to your customer. I’m always here to help.

View solution in original post

8 Comments
Highlighted
QuickBooks Team

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.

Highlighted
Level 1

Single Customer - Multiple Contacts

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:
    Screen capture

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!

Highlighted
QuickBooks Team

Single Customer - Multiple Contacts

Delighted to hear again from you, @terrapindreamer.

 

I appreciate you for clarifying your concern and for providing additional details of it. Allow me to share some information on how you can achieve your goal.

 

With QuickBooks Desktop, you have the option to manage and keep track of your sales and accounts receivables both company wide and department level. You can add sub-customers to your list and send invoices and other forms to them. By doing so, you can keep track of each income, expense and balance for the company and each department. This is the same on how job costing works in the system.

 

Here's how:

  1. Go to Customer.
  2. Choose Customer Center.
  3. Click Add New Customer.
  4. Select New Customer.
  5. Enter the company information.
  6. Click Ok.

Now, let's add the sub-customer or the departments of the company. 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. Hit  Ok.

That should do it! Repeat the same process if you 'll need to add more sub-customers. 

 

Once you create an invoice, you'll be able select which sub-customer will it be sent.

 

Fill me in if you have other questions about creating and sending invoices to your customer. I’m always here to help.

View solution in original post

Highlighted
Level 2

Single Customer - Multiple Contacts

Can this be done in QBO?

Please explain as we cannot find the matching instructions. 

thank you

 

 

Highlighted
Moderator

Single Customer - Multiple Contacts

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.

Highlighted
Level 2

Single Customer - Multiple Contacts

Thanks... that's perfect. 

CM

 

Highlighted
Level 1

Single Customer - Multiple Contacts

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? 

 

 
Highlighted
QuickBooks Team

Single Customer - Multiple Contacts

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:

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

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