Using Tags to Track Projects and Clients

Overview

Tags help you track income and expenses across multiple categories for specific projects, clients, or business activities in Quicken Business & Personal.

While categories describe what type of transaction occurred, tags identify who or what the transaction relates to.

Use tags to group transactions by client, project, campaign, or any other detail that matters to your business.

Why Use Tags for Business Tracking

Tags are especially valuable for business owners who want to:

• Track profitability by client – View all income and expenses for each customer, regardless of category.

• Monitor project costs – Track all spending for a specific project, from supplies to labor and travel.

• Separate business activities – Identify which product lines, services, or ventures are most profitable.

• Prepare for tax time – Easily gather transactions related to clients or projects for reporting.

• Bill clients accurately – Track reimbursable expenses and billable costs by client.

💡 Alternate option:
If you prefer a different approach, you can set up Projects within each client. Projects let you organize transactions under clients and run reports showing income and expenses by client and project—no tags required.

Scenarios: How Businesses Use Tags

Tracking Client Profitability

A freelance designer uses tags such as Blue Sky Media, Coastal Realty, and Sunset Coffee to group income and expenses by client. Running a Profit & Loss report by tag reveals which clients are most profitable.

Managing Multiple Projects for One Client

A construction firm creates tags for Carmel Cottage Remodel, Ocean View Addition, and Lot 14 Build. They track materials, labor, and subcontractor costs for each to see total expenses per project.

Tracking Event-Based Spending

An event planner tags expenses as Martinez Wedding, Charity Gala, or Corporate Retreat. Reports by tag help measure event profitability.

Comparing Business Lines

A spa tags all sales and costs as Massage, Facials, or Retail to identify which services drive the most revenue.

Understanding Tags vs. Categories

Example:
You purchase office supplies for the Johnson Project.

• Category: Office Supplies (what you bought)

• Tag: Johnson Project (what it’s for)

You can then run one report by categories to see all office supply expenses and another by tags to view total Johnson Project costs.

Creating and Managing Tags

Create a New Tag

1. Go to Settings > Categories and Tags.

2. Select + Tag.

3. Enter a tag name (for example, a client name, project name, city, or tracking identifier).

Naming tips:

• Use clear, consistent names (for example, Smith Consulting instead of SC or smith).

• Include client or project numbers if applicable (for example, Project 2024-045).

• Use business names or last names for clients.

• Keep names concise but descriptive.

Assigning Tags to Transactions

Add a Tag When Entering a Transaction

1. Enter the transaction details as usual.

2. In the Tag field, start typing the tag name and select it—or select + to create a new tag.

3. Complete and save the transaction.

Add a Tag to an Existing Transaction

1. Open the register containing the transaction.

2. Select or enter the desired tag.

Assign Multiple Tags to One Transaction

Some transactions may relate to multiple projects or clients.

1. In the Tag field, type each tag name and press Return after each one.
   Example: Chicago / Johnson Project / Party

Using Tags in Reports

You can filter or break down by tags in several reports, including:

• Spending Report

• Income Report

• Profit & Loss by Tag

See All Activity for a Project or Client

1. Go to Reports > Spending.

2. Select Breakdown by Tag.

3. In Filters, choose your tag(s).

This displays all income and expenses tied to that client or project.

Calculate Project Profitability

1. Run an Income & Expense Report filtered by the project or client tag.

2. Review the total at the bottom:

   • Positive amount – Project is profitable.

   • Negative amount – Expenses exceeded income.

For more detailed analysis:

1. Go to Reports > Business > Profit & Loss by Tag.

2. Set the date range for your project.

3. Review income and expenses broken down by tag.

Best Practices for Business Tracking

• Be consistent: Use the same tag name every time for a client or project. Inconsistent tagging leads to incomplete reports.

• Tag promptly: Add tags when you enter transactions so you don’t lose context.

• Review regularly: Run tag-based reports monthly to monitor project costs and profitability.

• Set up tag rules: For recurring clients or projects, create transaction rules to apply tags automatically.