HOA Set up

Hi there, @TBTreas.

Thanks for joining the Community today. I'm here to share some information regarding setting up your properties in QuickBooks Desktop.

To help decide how to correctly set up your properties in QuickBooks Desktop, I'd suggest reaching out to your accountant. This is to make sure that your bookkeeping is accurate. Once you've confirmed the appropriate setup, I can walk you through entering jobs and items in QuickBooks.

To create a Job:

1. Click on Customers at the top, then select on Customer Center.
2. Select the name of the customer for whom you want to make a job from the Customers & Jobs list.
3. Click the New Customer & Job button in the upper-left corner.
4. Then choose the Add Job command from the drop-down to open the New Job window.
5. Enter a name for the job into the Job Name field.
6. Enter a description for the job into the Job Description field and the type of job into the Job Type box.
7. Then select the status of the job from the Job Status drop-down.
8. When the job starts, enter the start date into the Start Date field and enter the best estimate as to when the job will finish into the Projected End Date box.
9. When the project finally finishes, enter its actual end date into the End Date field.
10. Click the OK button to add the job to the Customers & Jobs list.

To add an Item:

1. Click on List at the top Menu bar.
2. Select on Item List.
3. Click the Item and select New.
4. Select the type of item you want to create.
5. Fill in the fields.
6. Click on OK to save changes.

For more information about performing this process, please refer to the following article: 

• Track job costs in QuickBooks Desktop
• Add, edit, and delete items

This should guide you on the right path, @TBTreas. Feel free to reach back out to me if you have further questions. Have a great day!

It's the other way around:

Customer:Job = Property and Owner

Now you have Current owner, previous owner, Job Start, End and Projected End Dates. That's how Property stays Static = upper level name.

So the property is the job with essentially no end date.  when a house sells, I change the job customer?  

Thx.

I just tried this and created an invoice - I think this is going to work!!!!  

Thank you!!!!

Julie

Glad to help.

I inherited a Water District where the customer names are the people, and it has an integrated handheld meter reader. I wish I could start over with Addresses, not Names, but the reader works off of Serial Number attached to Names, so that is too much reprogramming to bother with.

This solution makes sense. We are using QB online, though. So I can use customer as property address, but QB online doesn't have "jobs". They have "sub-customer". I can use that, but there is no start/end date field. Not ideal, but I can use the notes field to record this info. The bigger trouble is what happens if one person owns multiple properties within the community? For example, if Joe Smith owns 2 properties, "Joe Smith" would be a job (or sub-customer) under 2 different "customers". That means Joe Smith would receive 2 separate invoices.

So my questions are: If using QB Online, is there a better way to do an HOA or is using "sub-customer" the only way to go? And second, how do we handle one person owning multiple properties? Thanks! - Dave

@FlyingHOA 

Explore the trial period of this membership management app. You may find something useful to setup on your QBO account. It only supports QBD for now.

https:// wildapricot.grsm.io/quickbooks

Hi,

Did you ever receive a response to "And second, how do we handle one person owning multiple properties?"

Thanks,

Each time I enter the job now I have 2 customers in the customers List any idea how I can avoid this see picture

Hello, farrellpe. 

In QuickBooks, a simple way to make sure you don’t enter duplicate customers or job is to have a simple naming standard that you use whenever you enter new customers. You can follow QBteach suggestions to manage the customers. To modify the job name or the customer name. Here's how:  

1. Click the Customers and choose Customer Center.
2. Under Customers & Jobs. Select the Customer's name to open their information.
3. Edit the name and hit OK.

For more details, please see this article: Change vendor, customer or employee name type. 

I've also added this how to track job costs in QuickBooks Desktop for your reference.

Reach out to me if you have clarification. I'm more than happy to explain further. Take care and have a good day!