Projects is similar to job costing because it 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.

A few things to remember:
  • Projects is available for customers who use QuickBooks Online Plus in Australia, Canada, France, UK and the United States.
  • Simple Start and Essentials customers can upgrade to QuickBooks Online Plus to use this feature.
  • At this time, there is no option for QuickBooks Online Accountants to turn it off.

In this article:

Turn on Projects
Create and track your projects
Move existing transactions into Projects
How to send a feedback
Projects FAQs

Turn on Projects in Settings

  1. Select the Gear icon at the top.
  2. Under Your Company, select Account and Settings (or Company Settings).
  3. Select Advanced, then select the pencil icon on the Projects section.
  4. Check the Organize all job-related activity in one place box, then select Save and Done.

Create and track your projects

Set up your first project

  1. Select Projects from the left menu.
  2. Select New project.
  3. Enter the Project name, then choose a Customer or Client.
  4. Add a note (optional), then select Save.
  5. Your new project card will open.
  • You can then add an invoice to your project by following these steps:
    1. At the top, select Add to project then Invoice.
    2. The Project name auto-populates so just enter invoice details, then Save.
  • You can also add other transactions to your project.
    1. Select Add to project, then choose Expense (or Time, Bill, or Purchase Order).
    2. Enter the vendor/supplier's name, then fill in the other details. You can also add multiple projects on multiple lines.
    3. Select Save.

Add a transaction to a project outside of Projects

  1. Select the Plus (+) icon at the top, then under Customers, choose Invoice (or any other transaction you want to enter).
  2. From the Customer or Project drop-down, choose the Project name.
  3. Enter the necessary information on the Invoice.
  4. Select Save.

Run project-specific reports

  1. Open the project.
  2. Choose any of the reports:
    1. Project Profitability
    2. Non-billable Time
    3. 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 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, then choose the sub-customer.
  3. Edit the name of the sub-customer to the project name, then choose Yes to merge.
    Note: All transactions for that sub-customer will now be in the project.

For more information about moving existing transactions into Projects, see Convert existing sub-customers and transactions into a Project.

How to send a feedback:

We'd love to hear your feedback. You can send comments and suggestions by selecting the Gear icon, then Feedback. Tell us how it’s going and what we can do to make Projects better.