Customers: Adding or editing
Throughout QuickBooks, you select a customers from a list. If you create an invoice, you select the customer you're sending the invoice to. Then QuickBooks inserts the billing address for that customer and tracks the invoice. So you need to add customers for them to appear in those lists. You'll enter your customer's contact information and maybe a few more details. You can then edit that customer over time, including adding notes and To Do list items.
Let us show you how to add a customer.
Got customers in Contacts? Sync them with QuickBooks.
Note: You can import your customers' contact information from an outside source like Gmail. On the Customer list, click the + menu and then click Import Multiple .
To add or edit a customer:
- Choose Lists > Customer:Jobs or choose Customers > Customer Center.
-
Add a
new customer
or open an
existing customer
.
Note: You can click Expand to expand the Customer:Jobs list to the full Customer Center.
-
Enter the information about the customer and click OK.
- Customer. Enter the name of the customer as you'd like it to appear on your Customer:Job list. For example, if the customer is Hayley Green and you want the list to show last names first, you would enter Green, Hayley . If the customer is a business, like Babcock's Music Shop , the enter the name that way.
- Customer is inactive. Makes the customer inactive .
Address InfoOn this pane, enter the contact information for the customer. If you entered a business name for the Customer name, then you may want to use this area to enter the name of your contact at the business, such as the bookkeeper because that's who you'll be sending your invoices to.
How is are the Email and CC addresses used?
What's the difference between Bill To and Ship To?
Note: The information in shaded fields are synchronized with Apple's Contacts app and other applications that use Sync Services.
Additional InfoOn the Additional Info pane, enter more information about the Customer such as a category for the customer and tax information.
- Type. A word or phase that categorizes this customer for your reports. You can choose a customer type you have already set up from the list, or you can enter a new customer type and have QuickBooks add it to the list. To create a customer type, choose Lists > Customer & Vendor Profile > Customer Type. Examples of customer types.
- Terms. Associates a specific set of payment terms with the customer. You can choose an existing set of terms from the list, or you can enter a new set of terms and have QuickBooks add it to the list. For more information, see payment terms.
- Rep. The initials of the sales representative who deals with this customer on a regular basis. When you write an invoice to this customer, QuickBooks automatically associates the sales representative with every invoice you send to the customer. This gives you the ability to create sales reports that are subtotaled by sales representative.
- Credit limit. (Optional)The credit limit that the customer has with your company. QuickBooks remembers the limit and warns you when the customer is about to exceed the limit.
- Opening balance/As of. Applies only if you are setting up records for a new QuickBooks company. They help you establish a correct accounts receivable balance as of the start date you chose for your QuickBooks records. Details.
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Customer is taxable/Tax Item.
When this checkbox is selected, QuickBooks automatically calculates sales tax for each taxable item you sell to this customer. QuickBooks uses the sales tax rate specified in the Tax Item field. If you do not charge sales tax to this customer, clear the checkbox.
If these options do not appear,
it means that sales tax is turned off in QuickBooks. This could be because you indicated that you don't charge your customers sales tax when you were setting up your QuickBooks company through the New Company Setup Assistant.
Tip: Ordinarily you don't charge sales tax on items that a customer buys for resale. If this customer is strictly a resale customer, be sure to clear the “Customer is taxable” checkbox.
- Resale number. If the customer has a resale number, enter the resale number. This field is for your information — what you enter will not affect your reports, or how sales tax works in QuickBooks.
You can also create custom fields to capture information that is important to your business but QuickBooks does not provide a field for such as spouse's name or the customer's website. Check out articles and videos about custom fields.
Payment Info (if you use Intuit Merchant Services)Note: You must have an Intuit Merchant Account to process credit or debit cards for payment .
On the Payment Info pane, enter customer credit or debit card information . (You must have a Merchant Service account that is connected to QuickBooks to see this pane.) You can then use the card(s) to process payment transactions for this customer. To view transaction information for a card, click the card in the Card Activity list then double-click a transaction in the Card Activity list. This accesses your online Merchant Service account. Log in to view details on credit card transactions.
NotesOn the Notes pane, you can add notes about the customer.