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Add a customer's phone number in the sales transaction in QuickBooks

by Intuit•1• Updated 1 week ago

Note: This article is for customers using QuickBooks Online (Advanced, Essentials, Plus, and Simple Start) and QuickBooks Sole Trader.

If you add a customer's phone number in the customer details pane, it won't automatically show on sales transactions, such as estimates, invoices, and sales receipts. If you want the phone number to appear on sale transactions, create a new custom field to display the customer’s phone number.

Notes:

  • For customers using QuickBooks Sole Trader, if you want the phone number to appear on sale transactions, you can either add the phone number in the billing address section, or add it directly to the other sales information, if you want it to appear on a single transaction only.
  • Sales receipts are not available for QuickBooks Sole Trader.

Prerequisites

To add a customer’s phone number to transactions in QuickBooks Online, create a new custom field to hold it. Up to three custom fields can be set to print on any specific type of form.

  1. Go to Settings Settings gear icon. and select Custom fields (Take me there).
  2. Select Add field.
    Note: If you're creating a custom field for the first time, select Add custom field.
  3. In the Name field enter Contact phone number.
  4. From the Data type â–Ľ dropdown, select Text and number.
  5. From the Select category section, select Customer.
  6. From the Select forms section, select the checkbox next to each type of form.
  7. For each form you want to show the custom field on, turn on Print on form.
  8. Select Save.

Note: Once you’ve created a custom field, you can make it inactive, but you can’t delete it from previous transactions.

If your account does not support custom fields, use the Bill to or Billing Address field instead.

Add a phone number to all transactions for a customer

Follow the steps below based on the product you are using.

  1. Go to All apps A bunch of numbers and letters on a tile wall., select Customer Hub, then select Customers & leads (Take me there).
  2. Select a customer's name.
  3. Select Edit.
  4. In the Contact phone number custom field, enter the phone number you want to include in all transactions.
  5. Select Save.

Note: If your QuickBooks account doesn't support custom fields, add the phone number to the Name and contact section instead.

  1. Go to Customers and goals and select Customers (Take me there).
  2. Select a customer's name.
  3. Select Edit.
  4. In the Basic details section, add the phone number. If you want the phone number listed at the bottom, you can use the Country field within the Address section. This means that reports will show phone numbers in this field instead of their country.
  5. If the Shipping address is different, you can use the same steps to add the phone number to the shipping address field.
  6. Select Save.

Add a phone number to a single transaction

Follow the steps below based on the product you are using.

  1. Go to All apps A bunch of numbers and letters on a tile wall., select Customer Hub, then select Customers & leads (Take me there).
  2. Select a customer. Then select the Transaction List tab.
  3. Select the transaction you want to edit, then select Edit or Edit invoice.
  4. In the Contact phone number custom field, enter the phone number you want to include.
  5. Select Save and close.

Note: If your QuickBooks account doesn't support custom fields, add the phone number to the Bill to or Billing Address field instead.

  1. Go to Get paid and select Invoices.
  2. Select the invoice you want to edit, then select Edit invoice.
  3. In the Bill to or Ship to type the customer's phone number.
  4. If you don't see the Ship to field, you may have to turn on this setting. To turn it on:
    1. Go to Settings âš™ and select Account and settings.
    2. Select the Sales tab.
    3. In the Sales form content section, select the edit icon .
    4. Turn on Shipping, then select Save.
  5. Select Save and close.

Related link

QuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start