and now we will learn all about managing tenants data in quickbooks online if you
have any questions about this topic you can leave them in the comment section below and
i'll do my best to help you and of course if you feel the video helped you I hope you will
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in QBO tenants records are set up in a hierarchy this means that the first tenant on your customer
list will not be an actual person it will be the entire building or the entire property or
at least one of the properties that you have so for eggs in our example we're going to name
one of the two buildings we own taken place and it has four units and the other building that
we're imagining this company owns as holding the landlord will be Meadow Lane and it also has four
separate rentable units that means it's eight records for under each building and that's the
way we would have to set it up now in QuickBooks Online one whole company is in one quickbooks
online account so it's possible for one company to own several properties and it's possible for
those properties to have several rental units but make sure you don't buy a separate QBO quickbooks
online account for each separate property that you have if you have one company for example an S corp
or an LLC that owns several properties the entire S corp or the entire LLC should be the QBO account
and the individual properties believe it or not should be set up as customers now this is the
tenant list and we're imagining this for the four people on the left are the ones who moved into
Peyton Place and the four people on the right are the ones who moved into Meadow Lane so again when
you go to the window where you put in your list of tenants you have to first put the name of the
property before you can put the name of the unit after you put the name of the unit you then put
the name of that particular tenant so let's take a look so now here we are in QuickBooks Online
and to get to your list of tenants click sales and then click customers actually it's already
here if we click the invoices we'd be over here but we click customers were over there now what
it wants you to do is put in the name of the first customer and then it will let you get
to the list I don't know why it does it this way but let's just click into the customer name field
and let's just type in med oh excuse me we'll leave it capital Meadow Lane and now that we
put one customer we can click add a customer and this is what the window will look like from this
moment forward when we come back and click sales customers and this is the list that we only have
Meadow Lane now we also have to click new customer and we have to ok so I don't know I'll allow this
because I don't care we also have to add paint in place now this is the window that would that
it would would normally display when you come back to it to add new tenants or to add a new
property with tenants under that property so you would type in where it says company that you know
you just type in the person's name or actually you're gonna type in the other building peyton
place and of course if this were really if this were really a person you put in the other relevant
information and click Save and now when you look at your customer list again in order to do that
we click sales and of course the customer list and here's Meadow Lane and here's the
customer his Peyton Place and now we will add the individual units first under them as jobs
and then we'll add the current specific tenants under the units and now we'll add the units under
Meadow Lane 1 a 2 B 3 C and 4 D so let's take a look when you click new customer you should
click here and click is sub customer and then you choose the actual customer you're under
so we click Meadow Lane and when where it says company we type in a 1 because this is unit a1
the first apartment click Save now notice when we go back to we click sales and we go back a
1 is indented but it's indented specifically under Meadow Lane click new customer is sub
customer of Meadow Lane and this one is to be save and notice both a 1 and 2 with you click
sales and come back to the customer list both a 1 and 2 B or units listed under Meadow Lane new
customer is sub customer of Meadow Lane and then we type in the name 3 C Save and of course click
sales customers there you go still under the list I don't know what order it chooses but it's still
there one more for Meadow Lane so we're going to click new customer and we're going to push
for D and is sub customer of Meadow Lane save so now you can see Meadow Lane after you click
sales you can see Meadow Lane is the property and these are the names of the units now what
about the occupants under the unit's so we leave the units and now we add the occupants under them
new customer is sub customer of now notice what I'm doing here sub customer of 1a unit 1 a is
the current occupant Allen RB okay he's the sub customer of the unit click Save and when I click
sales now you can see 1a has Allen currently living there now when Allen moves out you're
going to make Allen inactive but you will keep 1a and you will keep 1a under Meadow Lane so when
Allen moves out only this line will be inactive this customer we will make inactive and we will
put in a new tenant under a1 with the new tenants information and that's the way to handle tenants
moving in and out so you always have a record of the apartment as well as the individuals so
let's add the remaining tenants there's only 3 of them under Meadow Lane and again it should be easy
you can follow along with me new customer is sub customer of in this case it's a sub customer of
to be because the person into B is currently Betty ok Betty Boop and then we click Save and then of
course if you click sales we can see that Allen is under a1 and Betty is under to B and they're
both active let's just finish metal lane together is sub customer of 3 C 3 C that's candy Charles
okay save now of course click sales to confirm that she's under 3c and then of course 4d is Dave
Dini and we all know that he lives he's a sub customer of 4d and his name is Dave Dini nice
guy and that's how you do it and click Save so that's how your building or property slant lets
click sales building property slash unit slash individual tenants should be set up so Meadow
Lane is set up properly now here's a challenge for you I'm going to pause the video and I'm going to
put in all of page and place myself I'm hoping that you could use the knowledge you learned in
the past few minutes to pause the video yourself and put in Peyton Place yourself and then when you
come back to the video and when I come back to the video I will show you that Peyton Place has
put in and your has been put in and yours should look like mine I'll see you in a moment and now
here we are back at the video and if I scroll down very slowly you can see that Meadow Lane is still
here and everything is indented the way that I promised and when I scroll down further and I
get to Peyton Place you can see the apartments are here indented under Peyton Place and the
current residents are also listed separately as indented under the specific apartment or unit
so if yours looks like this congratulations if not then you will have to delete the customer
from the list and then re-enter remember you cannot delete the top one you cannot delete
the property until you delete all the units and you cannot delete the unit until you delete or
it unless you delete all the individuals that you have recorded in that unit so of course you
can make them inactive you would double click and then of course you would click Edit and you would
come back to the original window that would give you the ability to either make them inactive or
change any of the data that you put in some of the best data about a tenant you can put right
here where it says notes if you click here you can type in notes and you can type in the date
and time that you took the notes whatever text you want to write and then whenever you come
back to the notes of this tenant you will remind yourself about things that are specific to this
tenant I won't save this change but that's the way you would manage the tenants data