How can I set up a customer with multiple sites so estimates go to one set of email addresses and invoices to another without changing it manually every time?

Hi there beckey,

Ensuring that you have set up your customer profiles to accurately reflect the people you do work with and for is important. You're on the right track with your train of thought - using the fantastic option to add sub-customers in QuickBooks Online is a great solution. Let me give you a hand with that.

Adding a sub-customer is a great way to track individuals or sites that are part of a larger group or account. You'll first want to create a regular customer account for the parent company or organization, then you'll add each territory or site as a sub-customer in this case. Here's how:

1. Navigate to the Sales menu.
2. Choose the Customers tab.
3. Choose to enter a New Customer.
4. Check off the box for Is sub-customer.
5. Enter the information for the sub-customer.
6. In the Parent dropdown ensure to select the appropriate parent company. Choose to Bill with parent or Bill this customer if you'll be billing your sub-customers individually or as part of the overarching company.
7. Save your changes when complete.

A parent company can have up to 4 levels down of sub-customers. In other words, you can create sub-customers of sub-customers within one parent company. This may help you keep things organized in the most optimal way.

When you create an Estimate you can choose which sub-customer you'll need to send it to, then send your Invoice to the parent company. You won't be able to convert the Estimate directly to an Invoice because in your case you'll want to change the email address, which means changing the Customer. So you can create an Invoice from scratch once the Estimate has been accepted.

You can opt to use the Projects feature to do something similar, but the transactions that you're sending out within a project will be sent to the email address for the parent company, unless you manually add in the additional or different email address each time. Here's how to Set up and create projects in QuickBooks Online and an FAQ if you'd like more information.

If you need further clarification or assistance with this, don't be shy - just reply to this thread and I'll continue giving you a hand where you need it. Take care!