March 31, 2020

QuickBooks Online: Creating Customer Profiles

QuickBooks Online
By: Ronald B. Allen

QuickBooks Online: Creating Profiles For Your Customers

Your customers are your company’s lifeblood. Are you managing those relationships carefully?

Here’s how QuickBooks Online can help

Can you remember what a nightmare it was tracking your customers manually? Maybe you had a card file and paper folders – and lots of sticky notes. If the "sticky note" system is still in place, stop reading and call us immediately or make an appointment! (816) 394-6818

If you’re already using QuickBooks Online, have you explored all the customer relationship management tools available to you?


A comprehensive set of individual profiles are the core of an efficient customer-tracking system. QuickBooks Online offers thorough, flexible record templates for just that purpose. Click Sales in the main toolbar, then the Customers tab at the top of the screen. To create a new customer record, click New Customer off to the right to open the Customer Information window.

Note: If you have your customer database in an existing Excel or .CSV file, you should be able to import it. QuickBooks Online provides instructions for this.

You can create a profile for each customer in the Customer Information window.

You will enter the information, mostly contact details, here. A down arrow next to a field indicates that there’s a drop-down list of options available.

The lower left quadrant of the screen contains a series of tabbed information windows. Click on each to enter what you can about each customer’s:

·         Address – both billing and shipping

·         Notes – any that you’d like to enter

·         Tax info – exemption details and default tax code (if taxable)

·         Payment and billing – preferred payment and delivery method, payment terms, and opening balance

·         Attachments – any files pertaining to this customer that you want to include

When you’re done, click Save. Your new record will appear in your list of customers. You’ll be able to toggle back and forth between the details you just entered and a list of their transactions.

Working with Customers

You can always add new customers, but, enter all existing records before you start creating transactions. It will save time and help with other accounting tasks.

When you click on Sales | Customers now, you’ll see something like this:

Your Customers page contains a list of customers with links to related activities. It also provides a color-coded row of bars that represent the status of invoices and estimates.

The Customers page consists of many elements. The main section displays a table of your customers. Click on one to open the page containing the Transaction List and Customer Details.

On this screen, though, you’ll only see columns for Customer/Company, Phone, Open Balance, and Action by default; click the gear icon in the upper right if you want to include more columns here. When you click on the down arrow next to a field in the Action column, a drop-down list will display the options available for that customer, like Receive payment, Send reminder, and Create Statement.

A series of colored bars runs across the top of the screen. Each represents the status of a specific transaction type: Estimates, Unbilled Activity, Overdue, Open Invoices, and Paid Last 30 Days. Click on any of these to open a list of pertinent transactions. You can do these activities directly from the Customers screen in QuickBooks Online.

Call on Us

Did you make a resolution to start using QuickBooks Online this year? We’re always available to take your questions and help you with setup and/or daily implementation.  We are Advanced Certified QuickBooks® ProAdvisors. Our 4 step Consulting Process is designed to execute the best solutions for your business.

Moving forward into the mobile first world, accepted truths have now become questionable. The days of desktops are dwindling. In their demise, they’ve left most of us energized about the future, yet preparing to mourn the loss of human connection.

As human beings, we need contact.

As business owners, we need automation.

Where do we find the balance?

We understand this struggle because we too are a Kansas City area small business with a mission to help other small businesses become more profitable. That’s why we became Profit First Professionals, an elite group of accountants, bookkeepers, and business coaches who have helped drive profit in over 40,000 companies worldwide.

The principles behind the Profit First theory resonated with us and our vision. We became so passionate about the process that we want to share it with you. Join us in our pursuit to eradicate entrepreneurial poverty once and for all.

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