Managing a large client list in QuickBooks Online Accountant

managing a large client list

Managing a large client list in QuickBooks Online Accountant can seem like a daunting task?  But first, congratulations on your business growth!  The economy is rockin' and rollin' in the USA! People are starting businesses, existing businesses are doing better.  I honestly can say that in all my years of business cannot remember a time like we live in now.  

So maybe your client list in Quickbooks Online Accountant is getting a bit out of hand -- almost unmanageable.  How do you manage it?  The answer is Parent and Sub customers.

Managing a large client list:  Using the Work feature

There is a new (well, almost new) feature in QuickBooks Online Accountant that has some pretty neat templates.  There is one for onboarding a new client, monthly clients, payroll clients.   The work tab is a work management tool.  If your client list has grown to an almost out of control situation, you probably already have hired a team member or two.  This work tab can help you delegate work to the team members as well as communicate with your clients for things like document requests or messaging.

Managing a large client list:  Creating the parent customers

This is a pretty simple work around until Intuit makes a change so that we can navigate our large lists in QuickBooks Online Accountant better.  Just click back into your company file.  Go to Sales>customers>add new.  Create a list that works for your business.  

The ones I use are:

  • Remote training Clients
  • Monthly Clients
  • Quarterly Clients
  • Annual Clients
  • Support Clients

Managing a large client list: Next steps....

Go to your remote training clients and then edit the client card and select sub client of>Remote training clients>bill to customer (not bill with parent customer, actual customer).  This will prevent the invoicing to your clients to have a strange email that says "dear remote training client: Fred Smith:.... and then the words you selected for the body of the email.  

Last piece of advice: Organizing in October!!!

We tend to get a bit of a slow down after the final bell has rung on extension clients.  It is a great time of year to organize, sort and get your files ready to charge thru the year-end STRONG!  It is also a great time to reach out with clients you have had contact with earlier in 2018.   October is the best time of the year to strategize for 2019 for you and your clients.

If you have any questions or would like to see a future video on another topic, please reach out to me on Facebook.

Lynda Artesani

Lynda Artesani is the president of Artesani Bookkeeping where she uses her expertise and organizational skills to help her clients thrive and become profitable. Lynda is a member of the Intuit Trainer Writer Network. She is an alumni member of the Intuit Advisory Board. Additionally, she is the first Expert Columnist for the QB Community forum. She is also a co-founder in a Facebook group called QB Community Live!