Learn how to create a customer in QuickBooks Online.
- [Instructor] You create customer records in QuickBooks Online to go with your real-life customers. That way, you can keep track of how much you've sold to them, how much they've paid, and how much they still owe. To get to this, over on the left side in the navigation bar, click Sales. That takes you to this screen where you can do sales-related activities like work with invoices, your customers, or the products and services that you sell.
We're gonna click Customers at the top of the screen. Since we don't have any customers in this company yet, I'm gonna fill out this very simplified screen for my first customer. The asterisk here tells you that the only thing you have to fill in is the customer name, and I'm gonna do just that. I'm gonna skip the phone number and email for now and click the green Add a customer button.
Now you can see the table on the customer screen, and I've got my first customer listed there. Let's go ahead and create our next customer. Up at the top right, there's a green New customer button. When you click that, you'll see this dialogue box with lots of fields that you can fill in for a customer. From now on, when you create customers, this is what you're gonna see. Let's start by filling in the name of the main contact person.
So I'll type that in the First name and Last name boxes. Notice that when I do that, QuickBooks Online fills in this Display name as box with the contact's name. Now, in this case I've got a company, so I'm gonna fill in the company name. If your customer is an individual, you don't have to fill in the company. Now I've got the company name, but Display name as is still the contact person. I can change that really easily by clicking the down arrow and then I can choose the name of the company, I can choose the name of the person with first name, last name or last name, first name.
So I'll choose Flavorville to fill that in. Also, the Print on check as is turned on, and that means that checks will be printed with the company name. But you can change the display name to be whatever you want and then either print that on the check or use the company name. This Display name as also shows up in drop-down lists, so be sure to check the one that you want.
Now let's go ahead and fill in some more information. I'm gonna add the email for the contact person, and I can also fill in the phone number in the Phone box. Then we'll go and fill in the billing address down at the bottom left. After I've filled in all the boxes for the billing address, notice that on the right side there are boxes for the shipping address. Right now, the checkbox is turned on so that shipping is the same as billing, and I don't have to fill those boxes in.
But if the shipping address were different, you could turn off that checkbox and then fill in the shipping address. In this case, I'll turn it back on. Next, I'm gonna jump to the Tax info tab. QuickBooks Online sets the customers as taxable unless you tell it otherwise. So let's just say that this customer was tax exempt. I could turn on this checkbox that says This customer is tax exempt, and then I fill in the reason for the exemption.
So if you click the down arrow, you can see there's a fairly short list of reasons, for example, if it were an educational organization. If you had exemption details like a resale number, you could fill that in in this other box. In this case, I want the customer to be taxable, so I'm gonna turn the checkbox off. Then I'll go to the Payment and billing tab. In this case, the only thing I'll fill in here are the terms, which I can click the down arrow and choose a few of the terms that are built in, like Net 30.
I'm not gonna fill in anything else, so I can go ahead and click Save. When I do that, now I go to a screen that shows me the information about this customer. Initially, it's set to show you the Transaction List, which is empty because we just created the customer. Instead, I'm gonna click Customer Details, and I can see what I filled in for this customer.
Now let's go back to our customers list. I'm gonna click Sales over in the navigation bar and I'm gonna create one more new customer. Up at the top right I click New customer, and that opens up the Customer Information dialogue box. In this case, I'm gonna create a sub-customer. Now, a sub-customer can be used for a couple of reasons. It could be part of a larger company or for jobs you do for a customer.
In this case, I'll fill in the Display name as, and I'm gonna put in the name of a job. In this case, it's Delish Party. The only other thing that I have to do for the sub-customer is to come over to the right-hand side and turn on the checkbox Is sub-customer. Then, in the Enter parent customer drop-down list, I'm gonna choose the customer that's the parent. Notice in this other box, if I click the down arrow, there are two options for how to build this sub-customer: with the parent or by itself.
In this case, I'll keep it with the parent, so that means the bill will include the parent as well as this sub-customer. Let's go ahead and click Save. I'm gonna go back and click the Sales in the navigation bar to see my customers list again. Now you can see that the sub-customer is listed underneath Delish Foods, and it's indented to show that it's a sub-customer.
A couple last things, you see this envelope icon next to this company name? That means that there is an email address associated with the company, and if you click this icon, it will launch your email program so you can send them a message. Now, I'm gonna click the name of the company here to go back to the Details screen. Up at the top, to the right of the company name, there are two icons: an envelope and a phone.
If I point to the phone, you can see the phone number, so you could give them a call. And if you click the email icon, it will open up your email program so you can send a message. Also, if you want to edit the information for this customer, you can click either of these Edit buttons. The Edit button up at the top right is always visible, whether you're looking at the Transaction List or Customer Details. But if you're looking at Customer Details, you have this other Edit button at the right that you can click.
Now, let's say that you want to see your customer list at the same time that you're looking at details. To do that, go over to the top left. You see these arrows and the three horizontal bars. If I click that, that expands a panel that shows the customer list. So you can see your customers in the panel and then you see the information about the selected customer.
And that's how you create customer records directly in QuickBooks Online.
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- 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