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Projects FAQ

Learn more about Projects in QuickBooks Online.

You can use Projects to track job costs and keep everything in one place. Here's what you can do with Projects.

Yes. This is a great way to get a project estimate.

After you create your budget, select the Subdivide by Customer option. Then select the customer and project your budget is for.

Yes. If your project has no transactions and no balance owed, you can delete it.

If you need to delete an active project that has a balance, move the transactions to another project, sub-customer, or customer first. Then you can delete it.

You can also reactivate deleted projects. Here's how:

  1. Go to Projects, then select the small gear ⚙️ icon on the Projects list.
  2. Select the Show deleted projects checkbox.
  3. Select the Options ▼ drop-down menu, then choose what you want to do with your deleted project.

Depending on your user permissions, your access to projects may be limited. To see project transactions, go to the Sales and Expenses menus and search for them.

If you're an admin, you can edit users' access so they can see everything.

  • Make sure you set reports for accrual basis. This shows your paid and unpaid invoices or bills.
  • Search for any missing transactions on the Sales or Expenses menus. Make sure they're in an account that's connected to your project. Project transactions shouldn't be in asset, liability, or equity accounts.

Currently, QuickBooks Desktop jobs import as sub-customer. Here's how to convert them into projects.

QuickBooks applies funds from paychecks as soon as you create them. Add pay items (such as regular pay, vacation pay, etc.) to project timesheets first. Then create your paychecks.

If you create a paycheck before you add pay items to a project timesheet, QuickBooks won't apply the funds. You also can't apply funds retroactively after creating a paycheck.

If you add pay items to a project timesheet first and then create the paycheck, QuickBooks will apply the funds.

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