Manage Customers in QuickBooks

Manage Customers in QuickBooks Desktop and Online

Here, you can learn how to manage customer such as hide, merge, edit and delete in QuickBooks including all related information. These things will help you to make more space for new customers and give a visible view to track each customer.

The QuickBooks in-built approaches manage entire business accountancy accurately. Along with its integration, advanced features, and applications, the user has to know how to remove all unwanted customers, invoices, delete transactions, and many more things. The user has to know and perform the right solution to avoid all error issues.

How to Manage Customers in QuickBooks?

Many users have struggled with QuickBooks inactive customers. Users add many customers who eventually become inactive with time. Instead of keeping them in the file, QuickBooks helps you to remove them easily. With this article, understanding the scenarios under which you can delete a customer will be crystal clear. Before we start to get rid of those customer data, let us have a look at the scenarios which should be considered.

  • The first scenario – If you think of customers you want to delete but when verifying, you discover that there is no history of their account, you can delete those customers from the list of customers
  • Second Scenario – Sometimes you won’t be allowed by QuickBooks to make any deletion of those customers who have activity of any type associated, be it even one transaction. In such cases, QuickBooks gives you the dialogue box like: “This name has a balance or it is used in transactions, it cannot be deleted”. In such cases, you can only make those customers inactive instead of deleting them.

How to Hide, Merge and Delete Customers in QuickBooks Desktop

The process in short is Customers > Open the Customer > Edit > Make Inactive. This needs to be followed in detail so that the process is successful. However, you can also follow the process of merging and deleting customers in QuickBooks if you want to keep the customer in the file. Let us know the process in length.

How to Hide a Customer in QuickBooks Desktop

In this process, users will be enabled to hide the customers. For this, you need to do the following-

  • Click on Customer Center which you can see at the top of the QuickBooks Window
  • Now on the left side of the window, click Customer and Job
  • Once you have the list of the customers, double-click the customer name and hide
  • You will see a window that says Customer is Inactive
  • Click on that option.

How to Merge Customers in QuickBooks Desktop

This is another method by which you can merge the customers and remove them from the list but retain them in the file.

  • What you can do is follow a similar process like that of hiding a name by clicking on Customer Center
  • After that click Customer and Job then select Customer.
  • Now change a Customer Name to be Edited and finally click Yes to Merge.

How to Delete a Customer in QuickBooks Desktop

Well, this is the process everyone looks for in order to remove a customer with no trace from QuickBooks. For this, you can click and open QuickBooks. Once you have opened QuickBooks, do as mentioned below-

  • Click on Customer Center and then once again click on Customer and Jobs
  • You will be introduced to the list of customers you have in QuickBooks
  • Choose the customer you want to remove then click on Edit.
  • Now click on Delete Customer Job
  • The customer you had selected will be removed
  • Depending on the number of customers you want to delete, that number of times, the same process should be followed.

Efficient Customers Management in QuickBooks Online

Inactive customers in QuickBooks have caused many users problems. Users add a lot of customers who eventually become inactive with time. QuickBooks makes it simple for you to remove them rather than keeping them in the file. Understanding the problems under which you can delete a customer will be really simple after reading this article. Let’s look at the possibilities that need to be taken into consideration before we begin to delete such customer data.

  • The first scenario: You can delete customers from the list of customers if you have customers in mind that you want to delete but discover upon verification that their accounts have no history.

Second scenario: In some cases, QuickBooks won’t let you delete any customers who have any sort of activity associated with them, not even one transaction. The dialogue box This name has a balance or it is used in transactions, it cannot be deleted and will appear in QuickBooks in such cases. Instead of deleting those customers in such cases, you can just make them inactive.

A Guide to Add and Manage Customers in QuickBooks Online

It’s important to stay organized and keep track of your customers as your business grows. You can add customer profiles to QuickBooks Online so you can include them in transactions or invoices. Look how you can add customers and keep your customer lists up to date.

Add a new customer details

You may track your customer’s future transactions in QuickBooks Online by adding them to the customer list.

This is how:

  • You have to go to Sales, then you have to select Customers.
  • Then you have to select a new customer.
  • Enter the information you want to display for the customer in the Customer display name field. (This field must be filled in)
  • Review each section after that, and insert any other important customer information. 
  • If the customer is tax exempt, then you have to click the This customer is tax exempt checkbox in the Additional Information section.
    • Select the reason for their tax exemption in the Reason for exemption dropdown menu after that.
  • Then you have to select Save.

Add a sub-customer details

Under your top-level customers, also known as parent customers, you have the choice to create sub-customers. This is helpful if you want to keep track of individual customers who are also a part of a group or a large organization.

While parent accounts can only have sub-customers up to four layers deep, you can have unlimited sub-customers. Add the parent customer as a new customer first (follow the process above) if you haven’t already. This is how to add each sub-customer.

  • Begin by going to Sales, then you have to select Customers.
  • Then you have to select New customer.
  • Now you have to enter the sub-customer’s name and the contact information.
  • Choose the checkbox for is a sub-customer. When you take this action, a parent customer dropdown option will appear.
  • Now in the Parent customer dropdown menu, you have to select the parent account
  • If you want to bill the sub-customer along with the parent customer, check the Bill parent box.
    • If you want to let the sub-customer handle billing on their own, uncheck this box.
  • Review each section, then fill in any necessary information for the sub-customer.
  • If the sub-customer is tax-exempt, click the This customer is tax exempt checkbox in the Additional information section.
    • Then Select the customer’s tax exemption status from the Reason for exemption menu.
  • Then you have to select Save.

Edit a customer information

When you edit customer information, other areas of your company file, such as previously sent invoices, will update to reflect your changes. Also, any recurring templates in QuickBooks Online that make use of previously stored data, such as billing, shipping, and email addresses, tax status, chosen payment method, and terms, are updated. 

This is how to change a customer’s information:

  • You have to go to Sales, then you have to select Customers.
  • Then you have to select the customer that you want to update.
  • The Customer Details tab should be chosen.
  • Then you have to select Edit.
  • After that, make any changes and then select Save.

Delete a inactive customer

You can mark a customer as inactive to get rid of them, which will make them disappear from lists and menus. All of a customer’s transactions will still be available on reports even if they are inactive.

  • Start by going to Sales, then you have to select Customers.
  • To open their profile you have to select the customer’s name.
  • Pick Edit from the dropdown menu.
  • Then you have to select Make inactive. Then select Yes, make inactive to confit.
Make a customer active again
  • You have to go to Sales, then you have to select Customers.
  • Select the Settings icon that is located next to the Action column’s heading.
  • Now you have to select the Include inactive checkbox.
  • On the list, find the inactive customer.
  • Then you have to select Make Active in the Action column.

Merge duplicate customer profiles

You can merge the profiles of duplicate customers. The data from the deleted profile is transferred to the profile you want to keep.

  • Select Customers under Sales.
  • Then you have to select and then open the customer profile that you don’t want to keep
  • Choose Edit.
  • Enter the name of the duplicate customer profile you want to preserve in the Customer display name field. The names must completely match.
  • Then you have to select Save.
  • Select Yes when prompted if you wish to merge the two profiles.

Tips to Manage Clients in QuickBooks Online Accountant

Know how to maintain your client list and track down new clients. It’s simple to keep your client list current in QuickBooks Online Accountant. Here’s how to change a client’s information.

Add clients

To add clients to your QuickBooks Online Accountant firm, follow these steps.

The maximum number of clients allowed by our current system per QBO Accountant firm is about 2000. We advise consolidating the client list for larger firms with 2000 or more clients and setting up a new QBOA firm to handle the additional clients.

See your clients

You have to go to the Clients menu in the QuickBooks Online Accountant. The customer list includes information about your clients, including the name of their head accountant. You can also check the status of work like tax returns and tax preparation.

Select a client’s name to view additional information. You can see what QuickBooks products they have, documents you have emailed them, and tax return information by clicking on the tabs on their profile.

Update or edit a client’s information

  • You have to go to the Clients menu in QuickBooks Online Accountant.
  • Then you have to find the customer.
  • In the Actions column, choose Edit client.
  • Now make your changes.
  • When finished, you have to choose Save.

Make a client inactive

Make the profiles of any clients who are seasonal or with whom you don’t frequently work inactive. Although they won’t show up on your list of clients, inactive clients’ data is still stored in QuickBooks.

  • To access the Clients menu in QuickBooks Online Accountant, click find the customer.
  • Choose Make Inactive from the Edit client dropdown menu.

To see your inactive clients

  • You have to go to the Clients menu in the QuickBooks Online Accountant.
  • Then you have to select the Settings icon that is at the top of the list.
  • Now you have to select the Include inactive clients checkbox.

To make a client active again and continue where you left off

  • Begin by going to the Clients menu that is in QuickBooks Online Accountant.
  • Then you have to find the client.
  • Now you have to select the Include inactive clients checkbox.

Permanently delete a client

You can permanently delete clients if you are the primary admin for your QuickBooks Online Accountant company. You are no longer able to use their services or complete any work in areas like Prep for taxes.

If you know you need to delete a client:

  • In case you are currently the primary admin for your client’s company, then you have to make sure your customer assigns a new primary admin.
  • Then you have to sign in to QuickBooks Online Accountant as an admin.
  • Then you have to select Clients.
  • You have to find the client that you want to delete and then choose their name.
  • Select permanently Delete from the Edit client dropdown.
  • To confirm, you have to click Yes.
See more-- Merge Two or More QuickBooks Files

But if in any case, you are not able to still add, delete, and merge customers in QuickBooks then you know need expert advice. If you are living in Canada, USA then you can dial us at our QuickBooks Consultant number at the toll-free number. We would be happy to help you.

FAQ’s

Does QuickBooks have a customer information base?

The pillar of the company is its customers. QuickBooks accounting software can assist you with overseeing and keeping up those customer connections.

How would I Delete a Customer Type in QuickBooks?

To do this thing, locate the actual list of the customer types. So, you get access to add new ones and delete or edit existing ones. To perform this process, click on the list and choose the “Customer and Vendor” section Lists. Go to the menu bar and choose the Customer Type List and click on the Delete button from the drop-down menu.

What Happens when you make a Customer Latent in QuickBooks?

Making a customer won’t influence reports or delete transactions. You can restore them whenever you want. When a customer goes on inactive mode, they are taken out from the customer list and different spots where you could already locate them.

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