QuickBooks Tools For Managing Different Customer Rates

QuickBooks Tools For Managing Different Customer Rates

Do some of your customers get different rates? I’ve talked with several landscapers and have noticed many similar issues. One was how they handled the different rates their various customers got in QuickBooks®.

Some did it by having multiple Items at different rates specific for the customers. I almost never recommend that – your Items list will get too complicated! Some were doing it manually. The problem with this method is, what if someone forgets?

And I saw other variations.

Here a few ways that might simplify this issue:

  • Use Price Levels. You’ll find these in the List menu. With Price Levels, you assign a price level to a customer or job. Then when you invoice, their rate automatically shows on the invoice!

  • In Pro, you assign a percentage above or below your standard rate.

  • In Premier, you have an additional option of assigning actual fixed rates.

Note: There is a limit of 100 price levels in Pro and Premier. With Enterprise, you can have up to 750.

  • Use Price Rules – This is an add-on feature available to Enterprise users only. This gives you so MUCH more flexibility. If you look at the image below, notice all the different ways you can control pricing. In addition to the multiple options, I also like the ability to limit the date, so if you want this pricing to end at the end of a month or time of year, you have that capability. You can even exclude Items, Classes or Customers or Reps.

  • Use Batch Invoicing – With Batch invoicing, you assign your customers to Billing groups. Then you create one invoice for the group, and QuickBooks generates an invoice for everyone in that group! However, the rate, quantity, Item, Item Description, Class, date must ALL be the same. But if you have a maintenance plan with a customer, maybe you can group all those with the same maintenance rate together. You can choose an invoice format that does not show service date. Once the invoices are generated, you can always go back and edit the invoice before sending.


  • Memorize the Invoice – This works for those who get regular invoices (i.e. monthly, quarterly…) or where all invoices for that customer will be the same amount, regardless of frequency, but the amount for different customers is all different. Then when it’s time to invoice, simply double-click the memorized invoice! If you have multiple invoices to go out at one time, you could even put those invoices in a Memorized Group, then double-click the group to generate all the invoices!

You may even find that you use a combination of these options. But see if you can simplify how you create invoices for customers at different rates and, in turn, simplify your life!