How to add custom fields to sales forms and purchase orders

If you use QuickBooks Online Plus or Essentials, you can create your own custom fields on invoices, estimates, sales receipts, refund receipts, and credit memos. In QuickBooks Online Plus, you can also create custom fields for purchase orders. This gives you more flexibility to add custom data and drive insights through detailed reports.

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If you have QuickBooks Online Advanced, here's how to add and manage custom fields.

Set up custom fields to appear on sales forms

Note: QuickBooks Online Plus and Essentials are limited to 3 custom fields on sales forms.

1. Go to Settings ⚙, then select Custom fields.
2. Select Add field.
3. Enter a name in the Name field.
4. Select the All Sales forms checkbox.
5. If you want the custom field to appear on printed and delivered forms, turn on the Print on form switch. Otherwise, it will only be visible in QuickBooks.
6. Select Save.

Set up custom fields to appear on purchase orders

To use custom fields on purchase orders, you’ll first need to turn on the purchase orders setting.

Note: QuickBooks Online Plus is limited to 3 custom fields for purchase orders. This option is not available for Essentials or Simple Start.

1. Go to Settings ⚙, then select Custom fields.
2. Select Add field.
3. Enter the name of the field, and select Purchase Order.
   Note: A field can be added to both All Sales forms and Purchase Order, or only one or the other.
4. If you want the custom field to appear on printed and delivered forms, enable Print on form. Otherwise, it will only be visible in QuickBooks.
5. Select Save.

Manage custom fields

The custom fields page lists all your custom fields so you can manage them easily. To see it, go to Settings ⚙, then select Custom fields. For each custom field, you can see what category it applies to and which forms it appears on. You also see the Print icon if the custom field is visible to customers or vendors on a form.

To edit a custom field:

1. In the Actions column, select Edit.
2. Make your changes and select Save.

Note: Any edits you make here apply to all forms that use the field.

To activate or inactivate a field:

1. In the Actions column, select the arrow.
2. Select Make active (or Make inactive).
3. Select Yes in the pop-up message to confirm your choice.

Note: You won't lose any data by making a field inactive. You’ll still see the field on forms you used it on, but it won’t appear on new forms.