Wednesday, October 23, 2024

QuickBooks Q&A: Mulitiple Customers, One Invoice

Hi Scott, I run a sales & service business (I sell & service Fire Fighting Equipment) and I have clients that have multiple outlets.

These clients require me to call on their outlets but want only one Invoice to their head office.

How do I set up my Customers so that I have a main customer name and address and then all their other outlets?

At the moment I am entering each outlet as a separate Customer which is very time- consuming when I need to get details for the on going service work that I do.

I hope you can help me because nobody else can

A: Thanks for submitting your question!

After reviewing your situation, my opinion is that there is no direct way in QuickBooks to do what you are looking for.

However, I believe there is a very workable approach that may provide you with the information you’re looking for. My suggestion is this:

  • Create a new customer, and the details for this customer will be that of the main billing office
  • In QuickBooks, each outlet could be treated as a job. Once you have set up the main billing office above, you can RIGHT click on the customer name, and choose “Add Job”. The add job window appears, and it will have the information from the parent account
    already preloaded into it.
  • Change any information you like as it applies to the outlet. For example, you would keep the billing address the same as the parent location, but then add the ship to address for the physical address of the outlet. Once you’ve updated this information, save the job, and it will then appear directly underneath the main parent account, keeping everything nice and orderly for you.

    While not the “perfect” solution, it is certainly a workable alternative.

    Scott Gregory, CPA, QuickBooks ProAdvisor, Microsoft Certified Professional is the president of Bond Technology. Bond Tech provides a full suite of QuickBooks and technology consulting services to small businesses. Services range from helping clients save money on their initial or upgrade purchases of QuickBooks to installation and training, as well as computer installation and networking. Contact Scott at SGregory@BondTechLtd.com, or by visiting their web site at http://www.bondtechltd.com/.

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