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richard38
May 29, 2024
Question

Is there a way to create an alias for a client?

  • May 29, 2024
  • 1 reply
  • 0 views

I have a client that pays my invoices through a third-party payment processor. The payments always come with a payor name that isn't the client name but is recognizably associated with the client. (E.g., instead of "XYZ Corp." the payor shows as "ABC(XYZ)." Is there a way to write a rule or set an alias for the client? That would avoid the problem that the payment never gets applied to the client's account until I manually change the payor's name. I haven't found a way to set a rule to do that.

1 reply

J
JuliaMikkaelaQ
May 29, 2024

Setting up an alias for a client is possible in QuickBooks Online (QBO), @richard38. I'll guide you on how to set it up and share additional details about creating rules.

 

In QuickBooks, you can add a pseudonym by changing the Customer display name in their profile. This way, you can link the payments to their invoices. I'll write down the steps for you:

 

  1. Go to the Customers & Leads on the left menu.
  2. Select the Customers tab and choose the client profile you want to modify.
  3. Click the Edit button.
  4. In the Customer display name field, adjust it to the alias you want. Optionally, you may also change the Name to print on checks box, as this follows the display name you set.
  5. Once done, press Save.
     

 

On the other hand, I see how beneficial it would be to your business to have a rule that automatically matches the payment received to a customer's transaction and account. However, the feature to create a rule applies to bank transactions only. With this, you might consider reaching out to the third-party payment processor Support team for assistance in setting up this rule if possible.

 

Furthermore, if you're categorizing your online bank transactions to make your account accurate, you could set up a bank rule to speed up the process.

 

To visualize and have an insight into your financial status and business transactions, QuickBooks provides a wide range of reports to help you out.

 

Moreover, I encourage you to post back to this thread if you need further assistance with managing your customer and their payments or any QuickBooks-related tasks. I’m always here to help. Take care!

R
richard38Author
May 29, 2024

No, that's absolutely not what I want. If I change the client's display name to the alias value, every transaction with them uses the display name. It's almost as if the real name for the company becomes an alias for the other name, instead of vice versa. What I'd prefer is a way so that I never see the alias value, but only the real company name, and if a payment is received using the alias name, it gets at least presumptively matched with an open invoice, just like QBO does now when a payment is received when the payor is a client..Yeah, I think this sort of might do that, but at the cost of hiding the real client name. If my client is XYZ Foods Corp. but the payments come in with a payor of "ABC Corp.(XYZ FDS Corp.) USD(Customer)" I don't want to see the alias in my list of clients, but the real client name.

 

I'm familiar with writing rules, but the QBO rule processor is just too limited for this. And display name just affects too much.

 

What would happen if I made the alias into a sub-client of the real client name? If a payment is received using the alias name, would QBO match it with an outstanding invoice issued to the parent client?

I
IrishNinoJ
May 30, 2024

I appreciate you for clarifying your concern, richard38. Let me share details about the rule processor in QuickBooks Online (QBO).

 

In QBO, only the parent customer can pay the invoice of the sub-customer given you have set up a parent billing.

 

With this, I recommend sending feedback to our product developers. This way, they can further review which parts of the program need enhancements and consider adding them to future updates.

 

Here's how to submit feedback to QBO:

  1. Select Settings, then Feedback.
  2. Enter your comments or product suggestions.
  3. Then select Next to submit feedback.

 

Once submitted, you can track your feature request through QBO Feature Requests website.

 

In addition, you can check out this article to learn on how to run basic reports: Run reports in QBO.

 

Please feel free to ask any questions besides managing your customer and their payments. The Community is available 24/7 to assist you.

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