Create a customer in QuickBooks Online.
- [Instructor] You create customer records in Quickbooks online to go with our real life customers. That way you can keep trach of how much you've sold to them, how much they've paid, and how much they still owe. To work with customers, we're going to go over to the navigation bar on the left and click invoicing. Then you want to click the customers tab along the top of the screen. When you don't have any customers in your list, you'll see this simplified screen where you can add a customer name, phone number, and email.
We'll go ahead and just fill in a customer name. Let's say it's Delish Foods. And I won't add anything else in. I'm just going to click the add a customer button. When I do that you'll see the message, success! You've added your first customer. And you see it in the customer list. Now let's add another new customer. To do that I'm going to head over to the top right and click the new customer button. That opens up the customer information dialogue box and you can see that there's a lot more information that you can add about this customer.
The first thing I'm going to do is I'm going to add the contact name for the customer. So, I type in the names in the name boxes. And then I can go to the company box if the customer is a company and type in the company name. Keep in mind if your customer is an individual you can just fill in the first name and last name boxes and leave the company box empty. Now that I've added these names, you can see that there's an asterisk next to display name as.
That means that this box is the one that's really important. It's the box that tells Quickbooks Online how to display this customer in customer lists. So, I can choose the down arrow and then choose the company name, because that's what I want to show up in the customer drop down lists within the program. The other thing you can do is this print on check as. Right now the check box is turned on to use this display name.
Where this comes in really handy is if you have individuals who are customers. So, let's say that the individual, you want them to show up, the display name should be last night comma first name. That way it's easier to find them by their last name. Let's just click that for the time being. If you do that, you don't want to print the check as Gamble comma Pandora, you want the check to say Pandora Gamble.
So in that case you would then turn off this check box. And you can change what the display name is. In this case it would be Pandora Gamble. But I want to use the company name, so I'm going to turn that check box back on, and then I'll go back and click the down arrow and choose the company name. Now that we've got that straightened out, let's add some more information about this customer.
We'll add an email address over on the right side and we'll fill in a phone number. You can fill in other information as you see fit but we'll jump back over to the address tab and add the billing address. One thing to notice is you have a billing address and shipping address. By default the checkbox same as billing address is turned on, so the two will be the same. But if you ship things to a different place, you can turn off that check box, same as billing address, and fill in the address that you ship to.
In this case I'll turn the check box back on. Now we're going to head over to the tax info tab. Here the customer is set up as taxable and that's because we have the sales tax setting in place that all new customers are taxable. And in this case that's exactly what I want. You can also set the tax code for the customer. You can see that the code is set up with the default tax code that we set but if the customer has to pay a different sales tax, you click the down arrow and choose the one you want from the list.
Now we're going to go to payment and billing. There are a few things on here but the only thing that we're going to set are the terms. And those are the terms that you give the customer for when they need to pay you. I'm going to click the down arrow and choose Net 30. So that means they have to pay within 30 days. I'm not going to specify an opening balance because I'll do that by creating invoices for the customer. Now we're going to click save at the bottom right to save this customer.
If I click the customer details tab, I can see all of this information that I've added for the customer. In addition you'll see, because I've got a phone number and email address, there is an icon of a mail envelop that you can click to send an email to your customer using your email program. And if you want to see the customer's phone number, because you want to call them, just point at the telephone icon and you'll see a pop up with their number.
If you want to add notes about the customer you can click this add notes link and just type something in that always appears just below the customer name. One thing to keep in mind is that Quickbooks Online doesn't have a feature for jobs that you do for customers. However, it does have sub-customers and sub-customers work well to represent those jobs. So let's go back to the customers list. In the navigation bar I'll click invoicing so I can see my customers list.
Now I'm going to click new customer over at the top right and I'm going to create a sub-customer that's going to be the Vito Pasta Party. The way to make this a sub-customer is in the middle of the right side of the dialogue box. Turn on the check box is sub-customer. Then in the box that says enter parent customer, click the down arrow and choose the parent, which is Laticia Vito.
Once I do that, Quickbooks Online will fill in information from the parent into this customer information dialogue box. If that's the information you want, great. If it isn't you can change any of it. In addition you can also choose whether you want to bill with the parent or bill this sub-customer separately. In this case I'll keep bill with parent set. But if you choose the bill separately, then that means that you can create invoices specifically for the sub-customer.
Now we'll click save to save this customer. When I go back and click invoicing, to get to the customer list, I can see that the Vito Pasta Party is indented, which indicates that it's a sub-customer to this parent. If you want to look at the information for a customer when you're in the customer list, just click the name of the customer because it's a link, and that will bring you to this detailed information. Now there's one last thing I want to show you.
Let's say that you would like to see your list of customers but you also want to see the detail at the same time. No problem. Go over to the left of the customer name and you see these three horizontal bars with the right pointing arrow, click that icon to expand a panel that shows your customers in a list format. You can filter by name or details, you can choose how to sort them, but you'll see the customer list here in this panel.
And you still see the details of the selected customer on the right side. Then you can click whatever customer you want in the list to see information about them. If you want to hide the panel, you just click the icon with three horizontal bars with the left pointing arrow and it collapses. When you want to show it again, you click the icon with three horizontal bars and right pointing arrow. That's how you create customer records directly in Quickbooks Online.
- Choosing a QuickBooks Online edition
- Setting up customers and vendors
- Setting up billable expenses and time
- Paying bills
- Creating invoices
- Handling refunds
- Depositing payments
- Handling downloaded online banking transactions
- Running and customizing reports
- Automating recurring transactions