Migrated from Old desktop version of QB to QBO - issues

Why don't you stay with QB Desktop?

Hi Bertie, we understand that switching from QuickBooks Desktop to QuickBooks Online (QBO) can be challenging. These two systems function differently, and QBO doesn’t offer as much flexibility for customizing invoices or handling data as you're used to. Here are some simple tips to help you navigate these challenges and keep things running smoothly.

To group invoices by company in QBO, you can use the Sub-Customer feature. This allows you to organize all the individuals or contacts who work for the same company under one main account for the company. It makes it easier to pull reports that show all invoices associated with that company in one place.

Steps to Set Up Sub-Customers in QBO:

1. On the left side of your screen, click All Apps, then select Customers from the Customer Hub.
2. Find the profile of the individual or contact you want to associate with a parent company.
   • If they don’t exist in QBO as a customer, click New Customer to create their profile.
3. Open the customer profile by selecting their name and clicking Edit.
4. Select the checkbox labeled Is sub-customer.
5. From the Parent Customer dropdown menu, choose the company name you want to associate them with as the parent account.
6. Set the billing preference:
   • Bill with Parent: Select this option if invoices for the sub-customer should be grouped under the parent account.
   • Bill Separately: Leave this unchecked if invoices for the sub-customer will be billed individually but still linked to the parent company for reporting purposes.
7. Click Save.
8. Repeat these steps to link additional individuals or contacts as sub-customers under the parent account.

Once this setup is complete, all transactions for sub-customers will be linked to the parent account. When you run reports such as Sales by Customer Detail or Invoice Report, you’ll see all transactions for the company, including those from its sub-customers, grouped together.

You can also use this QuickBooks Migration Guide to understand how features and data are transferred from QuickBooks Desktop to QuickBooks Online.

If you have additional questions, feel free to comment below.

Thank you for your reply.

 But the question, is how can I generate such a report from the old data that has been migrated to the QBO.

We should have, but the QB folks are not supporting our old version of the Desktop, which we had paid for. They want yearly subscription fees and the sales guys do not tell you the whole story about the cost or the difficulties. They have been after us for two years. The online program is has limited flexibility for our needs, and they want us to upgrade even further and pay more. Disappointed.

Hello there, PACS-BC. It can feel a little overwhelming at first to find things in QBO after being so used to the deep menus in QuickBooks Desktop.

We can run a Sales by Customer Detail report to view that already-migrated data and group everyone together under the parent company. Here's how:

1. Head to the Reports menu on the left side of your screen. 
2. In the Search bar, type Sales by Customer Detail. 
   
3. Set the Report period.
4. Under Filter, select Customer and check the boxes for the parent company and all the sub-customers beside the parent one.
   

When you choose only the parent company in QuickBooks Online (QBO), it shows transactions billed to the main office. To combine invoices from sub-customers into one report, also select their names. If you don’t see a name beside the parent account, it means the account is just a regular parent customer.

You can follow the steps provided by my colleague above on setting up a sub-customer. If someone is currently a sub-customer and you want them to be their own independent parent customer, follow the same steps and uncheck the Is a sub-customer box.

Please visit this article to check what data on your invoices won't move and how some of these invoice data are migrated/how they're shown in QBO: Learn how features and data transfer from QuickBooks Desktop to QuickBooks Online.

You can also check this article to guide you on how to customize a report in QuickBooks: Customize reports.

Please let us know if you need further assistance or have any other questions. We're happy to help. 

@PACS-BC 

how can I generate such a report from the old data that has been migrated to the QBO.

Can you access your historical data in QB Desktop and produce the report?

Partially, as some invoices are in the old system and some in the new.