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Add and manage customers in QuickBooks Online

SOLVEDby QuickBooksQuickBooks Online8Updated October 06, 2021

Learn how to add, edit, delete, or merge customers in QuickBooks Online.

As your business grows, it's important to stay organised and keep track of your customers. In QuickBooks Online, you can add customer profiles so you can quickly add them to transactions or invoices. Here's how to add customers and keep your customer list up-to-date.

Add a customer manually

Add your customers in the customer list so you can use them in future transactions and keep track of their invoices.

  1. Go to the Sales menu.
  2. Select the Customers tab.
  3. Select Add customer manually.
  4. Enter your customer's information.
  5. Select Save.

To add more customers,

  1. Go to Sales.
  2. Select the Customers tab.
  3. Select New customer.
  4. Fill in the fields in the Customer Information window. Enter additional information on the Other detailsTax info, and Payment and billing tabs, if necessary.
  5. Select Save.

Tip: If you need to keep notes or mark a customer as tax-exempt, you can enter this when you create their profile.

Import customers from a Excel file

If you have a spreadsheet with your customer info, you can import it into QuickBooks all at once. Before you get started, prepare your customer list in Excel to make sure that the column titles and the order of the columns in your Excel sheet matches our example. To see how your Excel file should look, download and open this sample.

When your Excel sheet is ready, follow the steps below to import into QuickBooks:

  1. Go to Sales.
  2. Select the Customers tab.
  3. Select the arrow next to New Customer > Import Customers.
  4. Select Browse.
  5. Select your excel file and Open, then Next.
  6. For each of the QBO fields on the screen, choose one of your Excel columns. This action tells QuickBooks which columns in your Excel spreadsheet get pulled into which QuickBooks field. Select Next when you have completely mapped your fields.
  7. The next page shows your data and where it's going into QuickBooks. Make sure you check the box on the left for all the items you want to import. When you're ready, select Import.

Add a sub-customer

You can create sub-customers of main customers (also known as parent accounts). This is useful if you want to track individuals who are part of a group or specific accounts for a larger organisation.

First, create a regular customer account for the group or organisation. Then add each member or account as a sub-customer:

  1. Go to the Sales menu.
  2. Select the Customers tab.
  3. Select New Customer.
  4. Select the Is sub-customer checkbox.
  5. Enter the sub-customer’s info.
  6. In the Enter Parent customer ▼dropdown, select the parent account.
    Tip: Select Bill with parent if you want to bill the customer with the parent, or select Bill this customer if you want to bill sub-customer individually.
  7. Select Save.

You can have unlimited sub-customers. Parent accounts can have up to four levels down of sub-customers.

Make a sub-customer into a regular customer

Simply edit the sub-customer's profile and uncheck the Is sub-customer checkbox.

Delete a customer

To remove a customer, you can make them inactive. This hides them from lists and menus. Even if a customer is inactive, all transactions associated with them stay on reports.

Important: If you delete a parent customer, you also delete their sub-customers. But, if the customer has a project attached, it can't be made inactive. To make the customer inactive, delete any projects attached to the customer.
  1. Go to the Sales menu.
  2. Select the Customers tab.
  3. Select the customer's name to open their profile.
  4. Select Edit.
  5. Select Make inactive and Yes to confirm.

If you see transactions for an inactive customer, it will say "Name (deleted)."

  1. Go to the Sales menu.
  2. Select the Customers tab.
  3. Select the Settings ⚙ icon above the list. Then select the Include inactive checkbox.
  4. Look for the inactive customer on the list.
  5. In the Action column, select Make Active.

Merge duplicate customers

If you have duplicate customers, merge their profiles. This deletes one profile and moves their existing data into the profile you want to keep.

Note: Make sure both customers don't have any sub-customers. If they do, make their sub-customers into regular customers.

  1. Go to the Sales menu.
  2. Select the Customers tab.
  3. Select and open the customer profile you don’t want to keep.
  4. Select Edit.
  5. In the Display name as field, enter the name of the customer profile you want to keep. The names need to match exactly.
  6. Select Save.
  7. When asked if you want to merge the two profiles, select Yes.

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