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QuickBooksHelp
Intuit

Change sub-customers into projects

Learn how to use projects instead of sub-customers in QuickBooks Online Plus.

If you currently use sub-customers to track customer jobs, you can convert them into projects and use the job costing features to keep everything in one place. Here's how to convert sub-customers, or move only specific transactions, into projects.

Step 1: Turn on Projects

If you haven't already, turn on the Projects feature.

Step 2: Review your sub-customer settings

Before you can convert a sub-customer, adjust these settings:

  1. Go to the Sales menu. Then select the Customers tab.
  2. Find and open the sub-customer. If it's inactive, select Make Active.
  3. Select Edit.
  4. Make sure you select the Is sub-customer checkbox.
  5. Review and select the main customer. This is the account that's connected to the project.
  6. Select Bill with parent from the drop-down menu.

Step 3: Check the main customer for the sub-customer

Make sure the sub-customer is connected to only one main parent customer. It can't be a sub-customer of a sub-customer.

  1. Go to the Sales menu and select the Customers tab.
  2. Look for the sub-customer you want to convert.
  3. Select the sub-customer's profile and then Edit.
  4. From the Sub-customer drop-down, select the main customer. This is also known as the parent customer.

Also, make sure your sub-customer doesn't have any sub-customers:

  1. Go to the Sales menu and select the Customers tab.
  2. Look for any sub-customers of the sub-customer you want to convert.
  3. Select the sub-customer's profile and then Edit.
  4. Select and uncheck the Is sub-customer box. If there are more sub-customers, remove them as well.

Before you can convert Geeta K into a project, you need to make it a sub-customer of Freeman Sporting Goods. Right now, it's a sub-customer of 55 Twin Lane.

This example shows Geeta as a sub-customer of a sub-customer of a main parent account.

Before you can convert 55 Twin Lane into a project, you need to remove Geeta K as a sub-customer.

Step 4: Convert a sub-customer to a project

You can either create a new project from a sub-customer or merge the sub-customer with an existing project.

Create a new project from a sub-customer

This wipes the slate clean. Your sub-customers existing transactions won't transfer over.

  1. Select the Sales menu and then the Customers tab.
  2. Select the New project ▼ dropdown and then Convert from sub-customer. Or,  look for the Do you organise sub-customers as projects? message and select the Convert now link.
  3. Select the sub-customer you want to convert.
  4. When you're ready, select Convert and then Continue to confirm. Remember, your existing transactions won't transfer over.

This creates a brand new project. Now you can go to the Projects menu to start working on it.

Merge a sub-customer with an existing project

This transfers your existing sub-customer transactions to an existing project.

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

Note: Your sub-customer info such as addresses, tax code, and payment and billing info won't transfer over to the project.

Follow "Step 4: Add existing expenses and timesheets" and "Step 5: Add existing invoices and estimates" in the main project article. Use these steps to add any transaction to a project.

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