Manage clients in QuickBooks Online Accountant

Add clients to your QuickBooks Online Accountant firm so you have access to their info. You can also add a client number to their information.

Important: Our system supports up to 2,000 clients for a QBOA firm. For firms with 2,000 or more clients, you can combine your client list and create a new QBOA firm.

1. Under YOUR PRACTICE, then select Clients.
2. Select a client.
3. Select Edit client.
4. Make your changes.
5. Select Save.
   
   Tip: Use these filters to find a client.
   • Select the Client type ▼ dropdown, then select the client type.
   • Select the Lead accountant ▼ dropdown, then choose from the list.
   • Select the Find a client icon, then enter the client’s name or number.

 If you can’t find a client, find missing clients here.

A custom client identifier is a unique number you give to each client. It appears as the client number in the client list. You can also use your own numbering system for your clients.

This feature helps you: 

• Keep track of your clients.
• Find your clients faster with their unique client numbers.
• Match client info across the systems you use.

You can add a client number when you add a client or edit their info.

Important: Select the Add more info ▼ dropdown to find the Client number field. It can have up to 100 characters.

• To find your client, enter their client number in the Find a client icon.
• The client numbers appear in the client list view.

1. Under YOUR PRACTICE, then select Clients.
2. Select Customise.
3. Select Columns, then select the Client number checkbox.
   
   Note: You can drag the column fields to where you want them in the client list.

Some clients work with you for a limited time only. You can edit their status to inactive or delete their profiles. You can also make inactive clients active again. Here’s how.

Make a client inactive

When you make a client inactive, it doesn’t cancel their subscription. It also doesn't remove them from your ProAdvisor Preferred Pricing plan.

1. Under YOUR PRACTICE, then select Clients.
2. Select a client.
3. Select the Edit client ▼ dropdown, then select Make inactive.
   
   Tip: Select Make active to make inactive clients active again.

Delete a client

Note: Before you delete a client.

• Only the primary admin of your QuickBooks Online Accountant firm can delete a client.
• Make sure your client changes their primary admin. This removes the admin role from your firm and lets you delete the client.
• Remove the client from your ProAdvisor plan. Clients get full access to their accounts after they update their billing info.

1. Sign in to QuickBooks Online Accountant as a primary admin.
2. Under YOUR PRACTICE, then select Clients.
3. Select a client.
4. Select the Edit client ▼ dropdown, then select Delete permanently.

Step 1: Download Client List CSV

Download a CSV of your Client List.  Please ensure the CSV has consistent and accurate data formatting as this will help prevent common errors and allow for a seamless upload of Client numbers.

Step 2: Add your firm’s internal Client number to the CSV

For a successful import, your data file must include the following columns with these exact headings:

• Company ID: Intuit generated unique identifier for each of your clients.  Do not change.
• Display name: The name of your client as displayed in QuickBooks. Do not change.
• Client number: Add your client number to this column.  Each client number must be unique

A maximum of 1000 clients or 100KB can be uploaded at one time.  If you have more than 1000 clients, you will need to break the Client List download into multiple CSVs.  

Delete all rows with empty client IDs prior to uploading, as this field cannot be blank. 

Step 3: Upload your CSV 

Using the feature, upload the updated CSV.

Step 4: Review error report 

Click on ‘Review error log’ to see if any Client numbers failed to sync.  If errors exist, the error report can be used to upload – just remember to include the three column headers above.  Details about common error messages are available