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Add a customer

If you are new to QuickBooks

Before you add customers, you may want to keep in mind the following:

  • Do you charge sales tax?

    You can assign sales tax information to a customer. If you have not already set up your sales tax information, it's best to do it before you add customers. See Setting up sales tax.

  • Do you track sales by employee?

    You can associate each customer with an employee. If you do this, you can create sales reports that break down your sales by employee. If you want to associate customers with employees, you may want to set up your Employee list first.

In QuickBooks, the term "customer" means anyone who pays you for goods or services.

You can add new customers to the list at any time. QuickBooks uses the list to hold information about the people and companies to whom you sell your products and services.

To add a customer

  1. Click Customer Center.

  2. Click New Customer & Job at the top of the Customer Center and then click New Customer.

  3. In the Customer Name field, enter the name of the customer as you'd like it to appear in your Customers & Jobs list.

    The Customers & Jobs list is the same list as the Customer:Job list. It is called Customers & Jobs on the Customer Center, and it is called Customer:Job on forms. It is sometimes also referred to as simply the Customer list.

    See also

    To alphabetize the list by last name, enter last names first. For example, if the customer is Joan Green, enter Green, Joan.

    What if a customer is also a vendor?

    If one of your customers is also a vendor (or vice versa), add the person's name to both your customer and vendor lists, but vary the name slightly or tag the name with an identifying letter or number.

    For example, if you have a customer named Brenda Bowden, you might list her as:

    • Brenda Bowden_C in your customer list

    • Brenda Bowden_V in your vendor list

    To make sure that the person's actual name prints on invoices and checks, enter the person's actual name in the "Bill to" field for customers and in the "Print on Check as" field for vendors. These fields are at the bottom of the Address Info tab in the New Customer and New Vendor windows.

    1. Choose Customers > Customer Center.

    2. At the top of the Customer Center, click New Customer & Job and then click New Customer.

    1. Choose Vendors > Vendor Center.

    2. Click New Vendor.

    Note: QuickBooks can't:

    • Convert a customer to a vendor (or vice versa)

    • Merge customer and vendor information

  4. If you have an outstanding balance for this customer, enter the Opening balance and "as of" information.

    Important: If you are going to track separate jobs for this customer, do not enter an opening balance. QuickBooks calculates and tracks the overall balance for this customer from the balances you enter for the individual jobs.

    If you are performing more than one job for a customer, you can track the jobs separately by adding new jobs under the customer's name in the Customers & Jobs list.

    You don't have to add separate jobs to the Customers & Jobs list if you don't do more than one job or project for a customer. In this case you can still associate job-related information for the customer on the Job Info tab.

    Are you entering the correct opening balance?

    The opening balance is the total amount a customer owes you in open invoices or statement charges as of the start date (the date you start tracking your finances in QuickBooks). When calculating this total, don't include:

    • Open invoices after the start date. You should enter these as separate invoices.

    • Customer balances that are made up of multiple jobs. Instead, enter the opening balance for each job.

    To enter a customer opening balance

    1. In the Opening Balance field, enter the amount this customer owed you as of your start date.

    2. In the "as of" field, enter your QuickBooks start date. If the customer has open invoices dated after your start date, enter these as individual invoices, not as part of the opening balance.

    Important: To keep your records up to date, you must enter all historical transactions from the day after your start date through today. For example, if this customer has open invoices dated between your start date and today, you must enter those invoices into QuickBooks. This gives QuickBooks the ability to provide full financial reports for your company for any period of time after your start date.

  5. Add detailed information about the customer.

    • Enter the customer's address and contact information on the Address Info tab.

      You can add as many addresses as you'd like for each customer.

    • Enter the customer's type, terms, sales tax information, and price level on the Additional Info tab.

    • Enter the customer's account number and credit limit, as well as the preferred payment method on the Payment Info tab.

    • If you don't plan to set up separate jobs for this customer, enter job information on the Job Info tab.

  6. Click Next to save the customer information and enter another customer name.


    Click OK to save the customer information and close the window.

Linking to QuickBooks Customer Manager

If you have QuickBooks Customer Manager installed, you can synchronize your customer list with QuickBooks Customer Manager.

To do this task
  1. Go to the Customers menu and click Go to Customer Manager.

See also

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