QuickBooks is a popular accounting software that many businesses use. The software is available in the desktop version as well as the online version. However, QuickBooks Online is preferred more over its desktop counterpart. The reason is the versatility and convenience that you get from the online version.
QuickBooks allows the users to add the name of a customer as well as their information in an organized manner. This feature is also important from the perspective of any business as it provides a way to set up invoices and track sales. Invoices can be created easily from the profile, and by using the information on the customer, you can create personalized strategies for marketing.
Now that you understand the importance of setting up a customer profile, the next step is to ensure that you make a proper profile for a customer.
How To Setup Customer DVA Name In QuickBooks?
Before we proceed with the steps on customer name setup in QuickBooks, let us tell you that these steps can be performed in any version of QuickBooks. We will also share steps on how you can manually edit, delete or merge a customer’s profile. Let’s start with the customer profile setup.
Add A Customer Profile
A new customer profile becomes essential to get new information about the customer. This information helps a business to create marketing strategies for its growth. It takes into account the customers’ preferences and allows businesses to study trends for a better strategy. To create a new customer profile, follow the below-mentioned steps.
1st Step: To create any profile, you need the information to fill in that profile. That is the same for a QuickBooks customer profile as well. Before proceeding, necessary information is essential. Below is a list of relevant information that you would need to create a profile.
- Name of the company
- Address
- Email ID
- Contact name
- Contact number
- Website name and address
- Payment Settings
If you already have the information in a different spreadsheet or CSV, you can also import that data. You will learn more about importing data in the coming section of the blog.
One more thing that you should be wary of is that manually entering information can have the unintended or wrong information. So, check the information before entering it.
2nd Step: After you have all the information, visit the customer center. Hover over the “Sales” option in the menu and then select “Customers”. Once you enter the customer center, select the “New Customer” option, which you will see on the top right of your screen.
3rd Step: The next step is to enter the details of the customer, which you would have gathered already. Also, ensure that the information in each field is accurate. Once you complete the process, save the information. You can also make changes to the information by editing it.
Add A Sub-Customer
Adding a sub-customer is a convenient option for top-level customers, also called parent customers. You can use it to track the customers that are part of a big group or organization. There is no limit on the number of sub-customers. However, there are only four levels that a parent account can have.
In order to create a sub-customer, you first need to add a parent customer by following the steps in the “add a customer profile” section above. Use the following steps to add new sub-customers:
Step 1: Go to the customer center and select “Customers” and then “New customer”.
Step 2: Check the “Is sub-customer” box and enter the name and contact details.
Step 3: Select the parent customer from the “Enter parent customer” dropdown menu.
Step 4: You can either select “Bill with parent” to bill the customer with its parent customer and if you don’t want to, select “Bill this customer” for individual billing of the sub-customer.
Step 5: Save the information after a thorough review.
Read More:- How To Reconcile In QuickBooks Online And Desktop In 2023?
Edit A Customer Profile
Sometimes you have to update a customer’s information, which is why editing an existing customer’s profile can be a big help. Also, note that editing the information will reflect the changes in other areas of the company file as well.
Follow these steps to edit a customer’s information:
Step 1: Visit the customer center and select the customer profile where you want to make changes.
Step 2: Go to the “Edit” option and click on it.
Step 3: Make changes to the relevant field of the customer and then hit “Save”.
Once you save, the updated input will automatically change in all company files.
Delete A Customer Profile And Reactivate It
Instead of permanently deleting a customer, QuickBooks provides an option to make them inactive. It makes them hidden from the different lists and menus. This option adds more utility to the business by separating the halted customers from the active ones. Also, making them inactive does not hide their transaction reports, and you can even be made active again.
Once a customer is turned inactive, you will see a display stating “Name (deleted)”. Follow these steps to make a customer inactive:
Step 1: Visit the customer center and select the profile that you want to make inactive.
Step 2: Select the “Edit” option
Step 3: Now go to the “Make inactive” option and confirm it by clicking on “yes”
You should also keep note of the fact if the customer is a parent customer or not. It’s because making a parent customer inactive will also make the sub-customer inactive. However, it won’t affect the attached project to the customer.
You can also make a customer active again by following these steps:
Step 1: Go to the customer center and open the settings.
Step 2: Check the box which says “Include inactive” to see the inactive customers.
Step 3: Now select the inactive customer you want to make active again.
Step 4: Select the “Make active” option, and the customer will become active again.
Merge Existing Duplicate Customer Profiles
You may come across a situation where you notice different customer profiles in the name of the same customer. It can cause confusion in the customer’s activities. That is why the option to merge profiles becomes handy.
The software allows you to merge duplicate profiles into a single profile. By doing this, the software deletes the existing profile and transfers the data to the profile you want to keep. Also, ensure that there are no sub-customers; if there are, then make those customers into regular customers.
Follow these steps to merge duplicate customer profiles:
Step 1: Select the customer profile you don’t want to keep to merge its data to the duplicate profile that you are keeping.
Step 2: Click on “Edit”
Step 3: You will see a field “Display name as” enter the profile’s name and ensure that the name matches.
Step 4: Hit the “Save” option, and the system will ask whether you want to merge the profile. Select “Yes” to merge the profiles.
Can You Add Extra Customer To An Existing Customer Name?
There is no specific feature in QuickBooks that allows an additional name to be added to an existing customer field. However, you can still add an extra name to the customer name. Follow these simple steps to add multiple client names in one profile:
- In the customer center, select the profile where you want to add a new name.
- After selecting the profile, click “Edit”.
- Once the profile is open, enter the name you want to enter in the “Company” section.
- Click on” Save” after entering the name.
This process will add the secondary name, and it will also show on the invoices.
Conclusion
QuickBooks is a widely used accounting software, and many of its features allow businesses to manage their finances, create reports and do so much more. However, there may also be times when the software does not work properly due to some error. When you come across any such error or issue, consult MWJ Consultancy’s expert support team at zero cost. You can get further resolution at nominal prices.
You can visit our website to know more about our vast support services. If you have any queries or concerns, mail us at info@mwjconsultancy.com or call us at +1 877 469 0928.