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TJRLE
Level 1

I want to know if there is a way have a lined item appear on every invoice on QuickBooks Desktop

Hi - Is there a way for 2 lined item to appear on every invoice & work order automatically?

We have to charge an Oregon Surcharge on almost every (we would need to be able to delete it from some) invoice/wo.

For example Below are all line items that we manually put on the invoice/ wo

Parts Special Order (item code) forklift seat (description) $5 (price)

Parts Special Order - battery - $79

Subtotal $84

ORF - Oregon Surcharge  .48

What we need is for the subtotal & ORF to just automatically be on every invoice/wo.  Is there a way to do that

3 Comments 3
Tori B
QuickBooks Team

I want to know if there is a way have a lined item appear on every invoice on QuickBooks Desktop

Hello, @TJRLE

 

Thanks for taking the time to reach out to the QuickBooks Community for support. 

 

At this time, there isn't a way to automatically add items when creating new invoices in QuickBooks. However, some users have found it easier to utilize our Group Item feature. By doing this, you can add your routine items to the new Group Item. Then, when creating invoices, you can add the Group Item to the invoice, and it will populate all the items for you at once. I've included the steps below to create a Group Item. 

 

  1. Go to the List menu at the top of the screen. 
  2. Choose Item List
  3. In the lower-left corner, click on New Item
  4. From the Type section, select Group
  5. Enter the name of your Group Item. 
  6. Click into the first available row underneath the "Item" column to add items to the Group.
  7. Then select an item to add to the Group.
  8. To print the items within the Group when this item is used in sales forms, check the Print items in group checkbox.

 

That should do it. Check out Add, edit, and delete items in QuickBooks Desktop for additional details about this process. 

 

Please let me know if you have any questions or concerns. I'm always around to lend a hand. Take care, and have a wonderful weekend ahead! 

BigRedConsulting
Community Champion

I want to know if there is a way have a lined item appear on every invoice on QuickBooks Desktop

Yes, you can do this using the memorized transaction list: Memorize an invoice with just the data you want to start with each time and then use it from the memorized transaction list.

 

- Start with a new blank/empty invoice.

- Then add the line items you want to the invoice, in the position you want them. Since you're adding a sub-total and a surcharge, perhaps add them down a few rows (you can always insert or delete rows later).

- Then, to memorize the invoice, click the memorize button at the top of the invoice (or from the Edit menu.)  Give it a name like "Invoice Template" or something similar.

- Later, to start a new invoice using the template, double-click it from the memorized transaction list.

 

BigRedConsulting
Community Champion

I want to know if there is a way have a lined item appear on every invoice on QuickBooks Desktop

@Tori B 

RE: At this time, there isn't a way to automatically add items when creating new invoices in QuickBooks.

Sure there is.

 

RE: However, some users have found it easier to utilize our Group Item feature. By doing this, you can add your routine items to the new Group Item. Then, when creating invoices, you can add the Group Item to the invoice, and it will populate all the items for you at once.

Yea, except that won't work for the OP's case, which you'd know if you'd actually tried it.

It won't work because a subtotal line the OP wants to use won't subtotal anything before the group starts. So, after entering the invoice details and then picking the group you recommend, the subtotal will be 0.00.

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