We are excited to announce that projects is now live for Canadian, Australian, United Kingdom and United States customers!

Note: Projects in only available in QuickBooks Online Plus

Welcome to QuickBooks Projects! Projects is similar to job costing that helps you organize all the pieces that make up a project. It includes transactions, time, and running reports so you always know how your project is doing. You can quickly access your active projects, assign transactions to them, and get project-specific reports like Project Profitability, Unbilled Time and Expenses, Non-billable Time and the Transactions tab for sales related transactions.

Turn on Projects in Settings

  1. Select the Gear iconAccount and Settings or Company Settings.
  2. Choose Advanced.
  3. Choose the pencil icon to Turn on Projects.
  4. Select Save Done on the lower right corner of your screen to save the settings.
Note: If you desire to turn off Projects, simply repeat the steps above.  Please note, at this time there is no option for QuickBooks Online Accountants to turn it off. Essentials and Simple Start customers will need to upgrade to see this setting. See Upgrading my US version of QuickBooks Online for more information.

Create and track your projects 

Set up your first project

  1. From the left navigation bar, select Projects.
  2. Select Add your first project.
  3. Enter the project name, and then choose a customer.
  4. You can add a note now or later, and then select Save.
  5. Your new project card opens so go ahead and select it. 
  6. Now you can add an invoice to your project by following these steps:
    1. Go to Add to project > Invoice.
    2. The Project name auto-populates, so just enter an invoice and then choose Save
  7. You can also add other transactions to your project by following these steps: 
    1. Select Add to project and then choose an Expense (Or Invoice, Receive Payment, Estimate, or Time or Purchase Order).
    2. Enter the vendor/supplier's name, fill in the details, and also include the Project name just to the right of the line amount. (You can add multiple projects on multiple lines.)
    3. Select Save.

Add a transaction to a project outside of Projects

  1. Select the Plus (+) icon, and then choose Invoice (or any other transaction).
  2. Choose the Project name from the Customer/Projects drop-down menu.
  3. Fill out the necessary information on the Invoice.
  4. Select Save to save the transaction.

Run Project-specific reports

  1. Select the project.
  2. Choose any of the reports (Project Profitability, Non-billable Time or Unbilled time and expenses).
Note: The more transactions you assign to your project, the more insights you will see in the reports.

Move existing transactions into Projects

If you are using sub-customers, you can merge the transactions into your project by changing the name of the sub-customer to be the same as the project. Here’s how:
  1. Set up the project under the same parent customer as the sub-customer. The project must be named differently from the sub-Customer.
  2. Go back to Customers and choose the sub-customer.
  3. Edit the name of the sub-customer to the project name and say Yes to merge.
  4. All the transactions for that sub-customer will now be in the project.

How to send us feedback  

This is just the beginning for Projects, and we’d love to hear your feedback. You can send a feedback by selecting the Gear icon > Feedback. Tell us how it’s going and what we can do to make Projects better.