Working with QBO Advanced Projects

Hi there, @ThaMJBsBooks.

Glad to have you here in the Community. I'm here to help share some details about converting existing sub-clients and transactions into a project in QuickBooks Online. 

At this time, most of our customer is now utilizing the project feature in QuickBooks. However, in your situation, we're unable to convert sub-clients to project but, you can convert or merge a sub-customer to an existing project. Let me show you how.

1.  Select the Projects menu.
2. 2. Find the project you want to merge your sub-customer with.
3. 3. Copy the name of the project.
4. 4. Go to the Sales menu and then select the Customers tab.
5. 5. Find and open the sub-customer.
6. 6. Select Edit.
7. 7. In the edit window, change the Display name to match the project name exactly.
8. 8. When you're ready, select Save and Yes to confirm the merge.

You can use these articles for more detailed information when changing sub-customers into projects: Convert sub-customer to project.

Additionally, to learn more about dealing with projects in QuickBooks Online, please refer to these articles:

• QuickBooks Online Projects.
• Projects FAQs.

Please let me know if you have other questions concerning projects or any QuickBooks related. I'll be around to help. Have a good one!

Your use of the term "Sub Customer" is confusing me. There are currently no "sub customers" in this set of books.  There are "Classes" for New Construction, Renovation, Completed Reno; Future Development; Rental Property.  Then, a sub class was created for each job under the appropriate class above.

Client is not currently using the Projects feature.  I am looking for guidance on how best to transition to that process.  It will be easy for brand new projects going forward, I am asking if there is a way to recategorize the existing and previous records.

Being able to transition existing client jobs using classes isn't an option in QuickBooks, MJBsBooks.

Classes are used to track departments, product lines, or segments for your business. 

QuickBooks also has other features that might be more specific for your tracking and reporting needs:

• If you do business in multiple locations, you can use location tracking instead. This is a more specific way of tracking your sales, purchases, and profitability by business location.
• If you work on projects, use the Projects feature to track your job costs and income. You can manage your work and see your progress from a single dashboard.
• If you need to classify the things you sell, group them into different categories. This way of grouping gives you a clearer picture of your sales.
  
  

It’s also a good idea to ask your accountant’s professional opinion about using classes. If you don’t have an accountant, we can help you find one near you.

For classes, you can start to organize your customer and vendor transactions by class.

Don't hesitate to post again if there's anything else you need about using projects and classes in QuickBooks. I'm always right here to help you.

I understand what Classes are.  I am not looking for boiler plate responses as below. 

I am asking for solutions to a problem.

If I create two sub-customers under my existing customer, will this process allow me to turn what becomes the parent customer with two projects into a parent with two sub-customers and then move each project under one of the sub-customers? Thanks!

Will this process allow me to take a single customer with two projects, and turn it all into a parent customer with two sub-customers each with one of the two projects? Thanks.

Hello there, Black Ink Dan.

Let me share additional information with you about managing projects in QuickBooks Online.

You'll need to set up another project since the process only allows sub-customers to project, not the other way around. This way, you can assign projects to sub-customers. 

Check out our resources for a detailed guide and other future tasks in QBO:

• Change sub-customers into projects.
• Projects FAQ.

Also, here are some pros when using Project in QBO:

• You can centralize the projects.
• You can add transactions directly in the Project Center.
• Add notes for projects.
• There are profitability reports related to projects.
• You can track income and expenses.
• Transaction processing is more efficient.

Fill me in anytime you have clarifications or questions regarding projects and sub-customers in QBO. I'll be sure to get back to you.

Thanks for your reply.

Can I do this:
1. create a new customer
2. make my existing customer (with 2 projects) a sub-customer to the new customer
3. create a second, new sub-customer
4. create a new project for the 2nd sub-customer
5. go through the transactions in one of the other projects and move them to the new project

OR

5. merge one of the other projects into the new project (even though it is under a different sub-customer)

Thanks!

Hi there, Black Ink Dan.

Thank you for visiting the QuickBooks Community. I can share details on how customers and projects work in QuickBooks Online. Then, to ensure that you're able to achieve what your business needs.

To start with, yes, you can always create a new customer in QuickBooks Online As your business grows, it's important to stay organized and keep track of your customers. Then, yes, you can make your existing customer a sub-customer to the new customer.

Here's how:

1. Go to the Sales menu.
2. Select the Customers tab.
3. Find the existing customer
4. Select the Is sub-customer checkbox.
5. Enter the sub-customers info.
6. In the Enter Parent customer dropdown, select the parent account/customer.
7. Fill in the other necessary field.
8. Press Save.

Next, you can also create a second parent customer with a new sub-customer. Then, make a new project.

Then, you can visit all transactions from other projects and move them to the new project. To do that, you'll have to open each entry associated with the other project and change the name to the new one so you'll be able to move the data. I've attached a screenshot below for visual reference.

Lastly, there's no option to merge one of the other projects into the new project. Please know that the Projects feature is designed for only one customer that has multiple services. 

You can open this article on how you can handle your customers by adding, editing, deleting, or merging them in QuickBooks Online: Add and manage customers in QuickBooks Online.

 You may refer to this article to see different details on how the Sales page gives you a great at-a-glance view of all your income/sales entries: View sales transactions.

Let me know if there's anything else you need help with about your project in QuickBooks. I'm always here to help you anytime. Take care and keep safe!