2015-03-31 00:00:00InvoicingEnglishHere’s a guide to every data field you can add to a QuickBooks invoice, so you can customize it best for what your business needs!https://quickbooks.intuit.com/ca/resources/ca_qrc/uploads/2017/03/Small-business-owner-creates-invoices-on-tablet-near-workbench-tools.jpghttps://quickbooks.intuit.com/ca/resources/invoicing/how-to-create-an-invoice-with-the-works/How to Create an Invoice With the Works

How to Create an Invoice With the Works

3 min read

Here’s a guide to every data field you can add to a QuickBooks invoice, so you can customize it best for what your business needs!

Plain invoice

The simplest, most bare bones, plain cheese, QuickBooks invoice.

Invoice with the works

That same invoice, loaded up like a pizza with everything.

Invoice no.
Why use it: To enter your own transaction numbers. If you turn this off, QuickBooks automatically numbers the transactions.
Example: If you use classes to track departments/divisions, you can have retail invoices R1, R2, etc. and wholesale invoices W1, W2, etc. QuickBooks conveniently keeps the letter (based on the last invoice) and increments the number automatically for you!
How to set it: Gear > Company Settings > Sales > Custom transaction numbers.

Shipping address, Ship via, Shipping date, Tracking no., and Shipping (in subtotal)
Why use it: To track a separate shipping address, method, date, tracking number, and amount.
How to set it: Gear > Company Settings > Sales > Shipping.
Related setting: Gear > Advanced > Chart of accounts > Shipping account.

Location1
Why use it: To assign transactions to different physical locations.
Examples: Stores, sales regions, counties, properties.
How to set it: Gear > Company Settings > Company > Track locations.
More info: You can filter A/R reports to see who owes you in just one location.

Custom fields (up to three)2
Why use it: To include any other information you want to track.
Examples: Sales rep, assistant, driver, preferred delivery date, contractor’s license number.
How to set it: Gear > Company Settings > Sales > Custom fields.

Service date
Why use it: To track the date a service was performed separately from the invoice date.
How to set it: Gear > Company Settings > Sales > Service date.
More info: QuickBooks autofills this date from timesheets. This is a huge timesaver if you need this!

Product/Service
Why use it: To include an item from your Products and Services list.
How to set it: Gear > Company Settings > Sales > Show Product/Service column on sales forms.

Qty and Rate
Why use it: If you sell product and/or services and want to track quantity/rate information.
How to set it: Gear > Company Settings > Sales > Track quantity and price/rate.

Tax
Why use it: If your state/county/city charges sales tax.
How to set it: Left navbar > Sales Tax.
More info: Click to choose whether to apply tax or discount first.

Class1
Why use it: To assign transactions to different segments.
Examples: Departments, product lines, enterprises, properties, manufacturers, partners.
How to set it: Gear > Company Settings > Company > Track classes.

Discount
Why use it: To track discount rates (either a value or percent), if you use them.
How to set it: Gear > Company Settings > Sales > Discount.
Related setting: Gear > Advanced > Chart of accounts > Discount account.
More info: Click to choose whether to apply tax or discount first.

Deposit, Payment method, Reference no., and Deposit to
Why use it: To subtract a customer deposit from the total to calculate the balance due.
How to set it: Gear > Company Settings > Sales > Deposit.
More info: When you enter an amount in the Deposit field and tab out, the three other fields appear.

Notes

  1. Available in QuickBooks Plus only.
  2. Available in QuickBooks Plus and QuickBooks Essentials only.
  3. In all cases, you can attach documents at the bottom of the form. I didn’t show it here to make the article a little shorter. 🙂
  4. Invoice settings apply (automatically! a good thing!) to estimates and sales receipts as well.
  5. Thanks to Joe, Jeremy, Travis, and Real World Training for their review and great examples!
  6. Want to try these steps using sample data? Check out the QuickBooks test drive.
  7. Get notified of future QuickBooks Online updates! Subscribe to the blog.

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Do you use locations, classes, or custom fields? Post a comment with how you use them!

Information may be abridged and therefore incomplete. This document/information does not constitute, and should not be considered a substitute for, legal or financial advice. Each financial situation is different, the advice provided is intended to be general. Please contact your financial or legal advisors for information specific to your situation.

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