How to Set Up Tenants in QuickBooks

Entering data correctly into QuickBooks for your property management business is vital to producing the correct reports, but it can be confusing, as well. Take a look at the answer below that we just gave one of our clients on the topic.

Q: Is the customer my client or is it their tenants? What the job–client or their tenant?

A: Great Question. Entering data properly will simplify property management for multiple owners, properties, units, and tenants. As I have answered in a few previous posts, the property owner, your client, should be entered as the Customer. The property then will be entered asthe Job of the property owner. The unit, if applicable, will be the Job of the property. The tenants will be the Job of the unit (if applicable) or the property.

If the tenant is renting a unit, right-click the unit and select Add Job. If the tenant is renting a property, right-click the property and select Add Job. Enter the tenant’s name and all of the contact information.

 QuickBooks Tenant as Job

The screen below shows how the Customer List should look after adding the tenants. Robin Cruso is renting Unit A at 142 Fun Road, a property owned by GKS Properties.  QuickBooks Customer Center with Tenant

I hope this helps you think through the organization of your property owners, properties, units, and tenants.

By | 2017-03-21T12:12:55+00:00 September 7th, 2011|6 Comments

About the Author:

Gita Faust is a principal of Fast Trac Consulting and has authored series of courses Manage Properties with QuickBooks providing step-by-step guidance for real estate and property management industry. Gita is an Intuit Premier Reseller, an Advanced Certified QuickBooks ProAdvisor, and a member of Intuit’s Trainer/Writer Network. She is also certified in Intuit’s QuickBooks Enterprise and QuickBooks Point of Sale.

6 Comments

  1. Carol April 9, 2017 at 2:36 pm - Reply

    Doing it this way can you get a report on each property separately?

  2. Doug March 12, 2017 at 4:46 pm - Reply

    I like the way you describe setting up properties, units and tenants in a hierarchy. I recently revamped my system to use this kind of hierarchical setup in quickbooks 2014 but found that when sending statements by email, quickbooks only uses the uppermost level of customer for all customer:jobs under that customer even though I input an appropriate email address for each job (tenant). I really need to send email statements directly to tenants. Is there a way around this?

    • Gita Faust March 31, 2017 at 3:01 pm - Reply

      When creating statements, select additional options: Create One Statement “Per Job”. That should do the trick.

  3. Frank December 4, 2012 at 11:26 am - Reply

    Thank you for this info. What reports would you use to send to the separate owners?

    • Gita Faust January 20, 2013 at 1:53 pm - Reply

      Frank,

      It all depends on how your QuickBooks is set up. You could create a report for your Profit & Loss or Balance Sheet by Class. Class is used for segmenting each property’s money received and spend.

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