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How to Enter Members' Information in QuickBooks

How to customize QuickBooks terminology to track members, donors, or other entity types instead of the default customer label.

Overview

If your organization uses terms like "members" or "donors" instead of "customers," QuickBooks Online allows you to change the customer label to better match your business vocabulary.

How to Change the Customer Label

  1. Click the Gear icon and select Account and Settings (or Company Settings).

  2. Go to the Sales tab -- Navigate to the Sales section of your settings.

  3. Change the customer label -- Look for the Customer label option and change it to a term that fits your organization, such as:

    • Members
    • Donors
    • Clients
    • Tenants
    • Patients

  4. Save your changes -- Click Save to apply the new label throughout QuickBooks.

Organizing Member Data

After changing the label, the way you organize your accounts and items depends on your specific needs:

  • Set up categories or classes to group members by type, membership level, or department.
  • Use custom fields to store additional member-specific information (such as membership number or join date) that does not fit into the standard QuickBooks fields.
  • Track dues and fees by creating service items that represent your membership fees, donations, or other recurring charges.

Notes

  • Changing the label is cosmetic -- it updates the terminology displayed in menus, forms, and reports but does not change any underlying functionality.
  • This feature is available in all QuickBooks Online plans.