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Quickbooks estimate template for Customer Support

quickbooks online 2022 jobs sub customers and projects get ready because it's go time with quickbooks online 2022. here we are in our get great guitars practice file we set up with a 30 day free trial holding down control scrolling up just a bit to get to that one two five percent we're currently in the home page otherwise known as the get things done page [Music] and the business view as compared to the accounting view if you wanted to change to the accounting view it's something you can do by going to the cog up top down to the accounting view we will be toggling back and forth between the two views either by going here or jump into the sample company file which is in the accounting view just so we can take a look at where the different items are located with the two views now we want to talk about jobs sub customers and projects a confusing area for multiple different reasons one being that this is an area of specialization meaning particular types of industries would need the job costing or to be tracking specific types of projects typically when you have a situation where you have longer term projects that you want to be tracking items costs and expenses related to so therefore we're not going to get into it in a lot of detail here because it's a specialty type of area but we want to touch on it too it's also confusing because the terminologies can be similar or we might use different terms for the same thing so for example jobs and sub customers have similarities to it and three we have similar type of functionality but functionalities that are different within the software in other words in this software you've got the sub customers which in essence act like jobs that were in the quickbooks desktop and then you've got the new item which is in essence the projects so the projects have some overlap in terms of what it can do its functionality of what you might use them for as the sub customers or what used to be called uh the jobs so now the question is when you're in the quickbooks online system if you're in a system where you have a job cost type of system or you want to track items for a specific job then do you want to use the sub customers or do you want to use the projects that's the first kind of question that you want to be thinking about so if you're in a type of industry where you want to be tracking these longer term type of projects or jobs and related to particular customers then do you want to do that with the projects do you want to do that with the sub customers oftentimes in the online system you might be moving over to the projects because that's kind of the newest type of thing has some different types of functionalities with it the other confusing components you want to look at is that you could basically also use sub-customers in alignment with the projects that's why they could still be applicable and useful why you still have those two type of things that could be involved in the same type of software and also if you're moving from another software like quickbooks desktop it uses it doesn't have the project's features at this time it has jobs the jobs if they were converted into the online version would be basically the sub customers and not the projects so if you were to be converting from the desktop version on into the online version you need to be careful that if you're trying to use the projects system in the online version then you need to be careful in knowing that you might not be able and most likely will not be able to just import all the jobs and convert them over to projects because those are two different things okay that said let's go into our get paid and paid siri center basically the customer center and the business view i'm going to go into the customers up top which is in the get paid area if we were in the accounting view it would be in the sales area basically the customer cycle and we would be going into the customers area here all right let's go back on on over to the the business view and then i'm going to close this back out so first let's think about the sub customers because these are these are basically uh the similar or similar thing to the job so if you worked with the desktop version if you've worked with jobs you're basically saying hey i've got a customer i'm going to make a job that's sub a sub customer or subordinate to the customer and i'm going to track costs that are related to that particular job so you might have for example one customer and you might be doing multiple different jobs for them that are taking longer term status of the job and doing like a job cost type of system and you would be tracking the information for the particular job under you know the sub the job being the sub of the customer so we could do that a couple different ways we could say okay let's go into for example setting up a sub customer for jones guitars so what i'm going to do to do that is i'm going to go up top and i'm going to say i want to have a new customer i'm just going to add it as if it were a new customer but i'm going to click off this little check box saying it's a sub uh sub customer which is kind of similar to a job if you worked with a desktop version and then i'm going to say sub customer of jones jones guitars and there it is and the only other information i'm going to put is going to be the number i'm going to just call it the number it's going to be 3005. so i'm going to say there's job number 3005 you might put more of a description on the job number other than the job number but i'm just going to put 3005 is going to be the job and it's going to go for jones jones guitars it's going to be a sub customer of jones guitars why can't i want that pull up jones guitars there it is and then we have this item down here which is to build with the parent so when i create basically the the payments from the parent could be applied then to the to this particular job and when i create statements i can then apply the the statements will be on the the job statements will be on these statements for the parent customer or i can say build this cust bill this customer which is going to basically separate those items and this distinction is one of the reasons that you might kind of use the jobs or the sub-customers in alignment with the projects because when you set up a project as we'll see when we get into the project side it's possible for you to assign the project to the customer or you can assign the project to a sub-customer if you wanted to do that and then possibly have the sub customer kind of separate with regards to the billing of this customer and so that's one way you can use this in alignment but i'm not going to get into that in too much detail here so we're going to go ahead and save this let's just save this and see what it looks like and so now if i was to see my customers let's go back i'm going to hit the little icon or the little hamburger there is our sub customer here let's go back to our customers just so we see what it looks like here and there is our sub customer i'm going to create another tab up top right clicking on the tab up top and duplicate that tab and then if we wanted to basically invoice something to a particular job we can then invoice it to to the job as we create our our forms so i can say okay if i was going to make an invoice now and invoice it and i want to apply it to the job or sub customer i'm going to say 3005 and then pick it up so notice it picks up the parent jones guitars and then the number 3005. so i'm going to close that back out do you want to save without yes let's go back on over and let's just do another one and say we were going to do one for sam the guitar man so i'm just going to say if i wanted to create a sub customer which is like a job i just say new i'm going to say this is for this is going to be for a sub customer of sam the guitar man and i'm going to say the name is just going to be a number for us 4002 and then it will be a sub customer i'm going to bill it with the parent which is the default so i'm going to save that and so there we have then the sub customer here as well jones and sam the guitar man and then obviously you could track information basically to the sub customer or in essence basically the job now projects let's take a look at the projects and compare that to the projects i'm going to go to the tab to the right let's go to the tab to the right and the projects are located in the business overview if you were in the accounting view it would just be simply on the left-hand side projects and so we have our projects here and then i'm going to close up the hamburger and it says run your projects with confidence make better decisions by knowing how your jobs are doing profitability in one place organize your project finances with a clear view of profits keep track of your labor costs quickbooks help you connect the dots between your payroll and projects so it has a little bit more functionality also note that this one is now here i believe with quickbooks online plus it used to be something that was you had to basically level up for they had you know it was a added feature and so on so now you basically have access to it uh and with the quickbooks online plus i believe and so and and it's obviously the thing that they're trying to integrate uh into play and work have been putting some work into so eliminate the guesswork and this payroll item is one of the areas they've been putting some some improvements into as well eliminate the guesswork understand which projects make money and where you should focus your efforts and so we could we can you can look up again what you want to do when you're doing this on the online version is decide okay how am i going to use this am i going to use the sub customers or am i going to use the projects when you start your system out then you want to make sure that you're applying the proper system from the start because that's going to make it a lot it's one of those it's another one of those things where you want to basically measure twice cut once as opposed to tinkering with it until you get it right because it's going to be difficult to change your system from using basically a a sub customer system to a to a job cost system you can also use class tracking and and uh and location tracking in a similar kind of way these functionalities have a lot of overlap within them so and that's it's great that you have all these tools but it also causes some confusion because you can do similar types of things with with these different tools which may or may not be beneficial depending on your specific needs so it really gets down to basically your specific needs and what you would like to do is pick the pick the thing that is going to be assigning you best and your particular needs so that you don't have to switch it later on because converting from a whole different system of tracking your projects uh will be you know more time consuming than just hopefully getting the right system down and then just tinkering within that system that you are using so let's go ahead and just start a project just to see how it works we'll put the project name i'm just going to call it project one and then the customer so you can see it still applies out to a customer so let's put this one to anderson but let's put it let's put it also to jones guitars jones guitars on the customer and we're going to say the start date let's say just basically at the end at the beginning of the year i'm not going to put an end date and then you have your statuses which are not started so if it's not started you're just planning the project it's in progress that's typically where you need it to be if you're going to be assigning items to it completed would be it would be done and then canceled you no longer have the project if you were to make estimates or something like that to the project you know then you can use the estimates which wouldn't actually report or record a transaction because the estimate doesn't have any financial transaction and you might you know use the estimates for a project and then cancel the project or something like that but in progress then you've got the notes for the project and then i can save the project and basically the project is just going to be in essence a shell here that that's going to allow us to then post things to a particular project you've got the overview the transactions the time the project reports the income and expense information on down below for in for jones guitars and in progress here if i was going to go to the first tab and i hit the hamburger and i was to add say an invoice again so i'm going to invoice and now i want to look at a particular project i can hit the drop down and i've got jones guitars now i've got the project and i've got the subcustom these are two different things they're not they're not the same thing so if i named the project the same number like 3005 then that would be kind of confusing because these are these are two different items so you got to be aware of that i'm going to close this back out so there's our invoicing also note that if you go into your customer area on the get paid and pay area into the customer area and go down say for jones notice the the sub customer shows up in this area but you don't see the project in this area to get to the project you got to go to the project center and then you could track the information in the project center so if you wanted to go back let's go back to all the projects so now we're in all projects and let's basically uh take take a look at a new project again so let's say i was to say new project and this is going to be project 2 and then i'll put this one the other one for sam the guitar man start date and then in progress so we'll keep that one i'll save that once again it goes into the project so now we're into the activity of the prog project we can add the information here instead of going to the tab to the right to add the invoice for example i can add the invoice the receive payment the expense the estimate right here which will make it a little bit easier or less less likely for me to to basically assign it to the wrong area not the right project for example because if i add an invoice here it will put the project up top automatically instead of me having to locate it when i when i create the invoice closing this back out and then of course we can go back to the all projects and then we've got our two projects on down below that we can we can work with in the overview here so i won't go into the it's a specialty area to to look at the to track the projects we won't go into it in a lot of detail here we might take a look at it in a future course or future presentation so we can drill down on it in a lot more detail but just note just realize that when you're setting up something that's going to have projects or something that has class tracking or location tracking or sub uh customers or jobs that you have all these different tools that have that are all great they have their unique benefits and their and their and their things that they cannot do and of course your goal then is to say okay which of these really neat tools can i use what combination of the tools do i want to use and i want to get that done from the start and if you're converting from a system like quickbooks desktop on over then the question is you know what's the best system to convert into and how easy is the conversion process going to be how am i going to be able to convert to use and get in alignment with the data i currently have into the system i want to be using from here going forward