I am looking for an easy way to set credit card transactions downloaded to specific Item Details for a Project. I want to set the Product/Service code for the expense.

Hello there, aaronschoen.

I'm glad you've reached out to us. Let me help and provide some insights about adding Product and Service item when creating transactions in QuickBooks Online (QBO). 

Are you trying to create an expense transaction with Product and Service? To do this, you'll need to turn on the Show Items table on expense and purchase forms on your QBO account and settings. 

Here's how: 

1. Click the Gear Icon.
2. Go to Account and Settings. 
3. Select Expenses.
4. Click Bill and Expenses.
5. Make sure to put a check mark on the box of Show Items table on expense and purchase forms option.
6. Click Save, and Done to apply the changes. 

Once done, you can now create an Expense with the Item details. You may want to check this article for additional reference: How to enter, edit, or delete expenses.

If you need further assistance with the steps, I recommend calling our QuickBooks Online Support Team. They have additional tools to pull up your account and do a remote session. 

Here's how you can contact our phone support:

1. Go to: Get help with QuickBooks Online.
2. Click the contact us link. 
3. Select the Search for something else, and type-in Customer Support. 
4. Click Search.
5. Scroll-down and click Get Phone Number. 

Please know that I'm just a post away if you have any other concerns. I'm always here to help you out. Have a good one. 

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@aaronschoen wrote:
It won't allow me to add the Product/Service items I have created unless I click and open the expense and then modify each transaction.  

 

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You can't add a Product/Service item from banking>For Review, but why do you want to? I don't see the benefit

I have numerous Project related credit card purchases at the big box stores.. Lowes, Home Depot, etc.  I want to job cost those credit card transactions and apply them to specific Product/Service codes.  

Right now, I have to go into Banking->Credit Card->For Review   find the expense and mark to Add it to Quickbooks.  Then go into Banking->Credit Card->Quickbooks   find it again, and set the Item Details in the Expense (Project and Product/Service code).

It would be nice if you could do that right from the Review expenses window.. but it only lets you specific an Expense account and a Project.

Is there a better way?

Hello there, @aaronschoen.

The process you did is one of the ways to record your credit card expenses.

If you prefer a different one, I suggest recording your credit card expenses using the Expense feature. 

Note that after creating the expense, you can Find Match the transactions on your credit card with the expense you've made.

Here's how to create an expense:

1. Click on the Plus (+) icon, choose Expense.
2. Fill in the necessary information. Note that you have to choose the credit card you used under the Bank/Credit Account drop-down.
3. Under the Payment method, choose the credit card type.
4. Under the Customer/Project column, choose the specific project the expense is connected to.
5. Click Save and Close.

By doing this, you can properly track the expenses you've made and make sure that you're not missing anything.

Feel free to read this article for more information: How to Enter, Edit, or Delete Expenses?

It'll be my pleasure to assist you if you need any other help. Have a wonderful day!

I agree!  I have the same issue.  It's very frustrating and time consuming since we utilize CoConstruct in combination with QuickBooks Online and they communicate through products/services not expenses.  If they come up with a better way to do this, please share!  

This isn't the type of service we want you to experience, Maui_Julia.

We'd love being able to team up with a third-party app in managing your transactions. However, CoConstruct and QuickBooks Online are two separate accounting software that doesn't integrate with one another.

We have a community dedicated to developers with integrating other programs with QBO. You can visit our Intuit Developer Community website. They can provide more information about integration using a third-party app. 

You can visit this link: https://help.developer.intuit.com/s/.

Let us know if you have any other concerns.

Thank you for your reply; however, I don't need help with the integration of QuickBooks and CoConstruct.  I am looking for an easy way to be able to be able to use products & services when matching downloaded bank/credit card transactions instead of an expense category.  If these is a way to do this, that would be very helpful to me!  Thank you

Thanks for clarifying, Maui_Julia. 

We're unable to categorize it to a Product/Service since the transactions that are in our bank feeds are payments and expenses that were already cleared from the bank. This is to also correctly record our financial reports. 

There are also fields that we can use to keep track of the added transactions and add more details such as the Memo field, Class, or Location. 

Here are a few articles that will help us manage our bank downloaded transactions and reconcile the account afterwards. 

Feel free to get back to us if you need anything else. Take care!

Is there any update on this? Are we still unable to classify transactions into a "Product/Service" item in Bank Feed instead of "Category"? 

Hi @Sherina,

I appreciate you for joining the thread. I'll handle this query for you. 

At this time, the option that allows you to assign a product/service to an online bank transaction is unavailable. 

What you can do is to keep tabs on this web page: The QuickBooks Blog. It lists all new features and improvements for QuickBooks Online (QBO) each month. Some new features for October 2020 are QuickBooks Insurance and the option to reclassify transactions in QBO Advanced.

We're always here to assist if you need it. Place a question below, and I'll take care of it as soon as I can. 

How disappointing that you can't do this on the bank feeds. I don't understand how you can click "billable" and assign it to a client but can't choose the product/service right there in the same screen. When I create a check, it's super easy but most expenses are paid on credit cards. Then when you go to the invoice and change the product/service, it deletes the memo and the price. Makes no sense. We bill a lot of expenses to clients, this should not be difficult.  

Hello, @BritBSM.

I understand why the ability to add product/service items when managing your downloaded credit card transactions would be handy especially given how you are currently using the product. While this is not available, you can either manually add the product /service item in the memo field.

Otherwise, you can create an expense transaction to record the materials you've purchase needed to perform your job for a specific client.

Then, you can create an invoice or a sales receipt then match it with your downloaded customer payments.

This is ideal if you wish to track the status of the inventory items used in providing service to your clients. You can refer to these articles to learn more how you can manage your transactions:

• Categorize and match online bank transactions in QuickBooks Online 
• Setup bank rules to categorize online banking transactions in QuickBooks Online

Get back to us here if you have other question or concerns. I'm always here to help.

Thanks, I'm in the same Job Costing/Co-Construct situation as the user in that other thread.

Creating an expense is double/triple the work compared to just entering a CC transaction.

If this function is not available in QBO, is it available in The Mac Desktop version?

Hi there, @biltdfi.

Being able to categorize transactions using product/service items would be helpful. It allows you to save more time as you won't need to manually enter the transaction. Rest assured that I'll relay this message to our team in concern here on my end.

You can also share your thoughts and ideas through your account. Our product development team reviews all the feedback we receive to ensure we’re meeting the needs of our customers. 

Here's how:

1. Choose QuickBooks and select Preferences. 
2. On the Preferences pane, select Feedback. 
3. Click the Enable sending usage data to Intuit check box. The preference is enabled by default. 
4. Close the Preferences window. 
5. From this pane, you can follow a link to the QuickBooks Desktop Mac online forum and/or to an online form for submitting feedback.

If you have any other questions, just let me know and I'll be happy to help. Thanks again for reaching us and have an awesome day.

if products and services are in "categories" will this show up in the bank transaction menu?

I’m here to provide information, @biltdfi.

QuickBooks Online (QBO) depends on the information shared by your bank when downloading transactions.

The Category section will only display the account information used when processing transactions. You may consider entering the products and services in the Description field. This way, the items will show up in the bank transaction menu.

Check out this simplified guide that helps manage your bank feeds in QBO: How to use online banking and review your bank feed. It contains detailed instructions and tips to ensure records are matched and accurate.

Please let me know if you have other questions or concerns with banking. The community is always here to help. Have a good one!

Imagine going through a credit card with maybe 100 transactions, and each being for a different Project and different Product/Item code.  It would be insane to go through that entire process when instead, it QBO just made it possible to select the Product/Services right in the transaction, it would make the process quick and easy.

I have given up trying to manage the credit card transactions with QBO.  It's not correct, but I just enter a single expense transaction for the credit card when we pay the bill, and list all the items below within that one expense.  It's a huge waste of time and energy to do all these work arounds when it should be a easy programming fix for QBO.

I wish that in return for raising the monthly subscription Intuit would start including the features with Projects, Product/Services, etc that people are complaining about.  Not having a Project budget vs actual ability makes the project reporting worthless.

I wish Intuit would figure this out. I posted this in 2019, and here we are 4 years later and still no solution from Intuit.

I appreciate anyone who took time to respond, but the solution of entering every credit card transaction as an expense and finding matches.. or entering a description in the memo .. neither solve the issue.

Contractors of any type want job costing abilities.  For Quickbooks online, we use the Item / Product&Services to do so.  It's the only way we can with QBO.  Putting a note in a memo or description field does nothing for it showing up in the Job Costing reports.  My credit card frequently has 100-150 transactions every month.  If I synchronize it to QBO, it downloads all the transactions, which is great.  However, I can only categorize them as a GL Expense account.

We are simply asking to allow the same Project and Item (Product/Service) option to be available.  If you did, we can easily categorize each transaction to a specific project and item within the same screen.

It has to be an issue affecting thousands (if not more) of your users.  Anyone using your Projects/Customers feature and the Product/Service feature is running into this. 

Alternatively, I have discontinued synchronizing my credit card and we now manually enter each line item on the credit card as an expense.  This system works.  However, Intuit is only a short programming code away from making a significant portion of the customer base more happy with the software.  As we see price increases, we are starting to think you don't care about the customers and integration of your own software.

Yes, Aaron! I'm a general contractor that uses the RAMP credit card. RAMP also does not offer coding to Products/Services ("Items" is the lingo I use). I just spent probably two hours selecting the COGS overhead account in RAMP so that when it syncs to QBO, I can see that I need to code those transactions to an item/project and delete the category/expense section. It is ridiculous. That makes me wonder why you aren't able to do the same when yours sync right to QBO. I know this was covered above, but just in case, in your settings for expenses, do you have "Show Items table on expense and purchase forms" clicked on?

Hopefully you've found some resolution! Seems like we always have to find workarounds.

Yes, I have the Items turned on to display under expenses.  That really doesn't help in this particular instance.  The issue is you can't assign Items when viewing credit card transactions unless you click and manually adjust each transaction in the expense screen.  Once in the expense screen you can do everything you would want to do.  But they only allow you to select GL expense accounts from the credit card transactions screen itself. 

I am not sure how entering a product/service in a description does anything more than provide a description itself?  Our projects use item codes (product/services) for reporting.  Not being able to categorize an expense to a GL account AND an item code AND a project is ridiculous to not have available when assigning bank/credit card transactions.

Is there a way for this feature request to get more traction? I would believe every customer using the Projects feature in Quickbooks struggles with this.  

We want to be able to add Projects and Items (product/services) to Banking Transactions (and Credit Card Transactions) right from the bank feed.  It seems when you click the "Split" button, it would be easy to add the ability to select a Project and Item for the expenses there.  

I posted this in 2019, and here we are in 2024 after multiple price increases from Intuit, yet no updates that I can see improve my workflow.

We value your thoughts about selecting an item under the Split section, Aaronschoen. Let your voice be heard by submitting feedback within QuickBooks Online.

We can add and link projects under the categorizing section on the banking page. Please note that adding an item when splitting a transaction isn't available within QuickBooks Online. However, we can still select multiple project and categories for the expense.

As for adding an items within under the Split transaction, we're unable to do it since this feature isn't supported in QuickBooks Online. In this case, we suggest sending feedback to our product developer. This way, they'll see your request and consider it adding to the following program update.

Follow the steps below:

1. Go to the Gear icon.
2. Under the Profile column, press the Feedback button.
3. Write your product suggestion, then click Next.

Furthermore, our Product Developers will receive your comments through our QuickBooks Online Feature Requests website.

Alternatively, we can explore these articles for guidance on how to start with manual and auto-categorizing transactions in QuickBooks Online:

• Categorize online bank transactions.
• Set up bank rules to categorize online banking transactions.

Leave your response below about splitting transactions in QuickBooks Online. I'm eager to provide more news on this matter. Have a great day.