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Level 1

Tracking Customer purchases - buy 5 get one free

Is it possible to track customers where if they buy 5 similar items, we can then give one item for free? Like if they buy 5 bags of bird seed, to track each individual purchase and then on the 5th are able to show number of purchases and then award them with a free item?

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QuickBooks Team

Tracking Customer purchases - buy 5 get one free

You're in the right place, @Ecapps12. I have all the instructions you'll need to track that free item in QuickBooks Online.


First, let's create an expense account to track the free item given to the customer. 

  1. Go to the Gear icon.
  2. Select Chart of Accounts.
  3. Click New.
  4. For Account Type, select Expenses.
  5. For Detail type, select Advertising/Promotional.
  6. Enter the name (ex. Advertising/Promotional-Not for Sale).
  7. Select Save and close.


Then, create an invoice and add the items you sell, including the free item/s.

  1. Select + New.
  2. From the Customer ▼ dropdown, select a customer. Make sure all of their info is correct, especially their email address.
  3. Review the Invoice date. Then from the Terms ▼ dropdown, select the due date. Tip: Net refers to the number of days until the payment is due. The default is 30 days, but you can change the due date if needed.
  4. From the Product/Service column, select a product or service. You can also select +Add new to create a new product or service right from the invoice.
  5. Enter a quantity, rate, and change amount if needed. You can add the free item separately.
  6. Select Save and close.


Once done, create a journal entry to write off the item given as free. Then, apply the credit to the invoice with a "zero dollar" payment. For the detailed steps, refer to this article and proceed to the Create a journal entry and Apply the credit memo sections: Write off inventory items given as promotional samples. You can also refer to these screenshots below.


Furthermore, you can run inventory reports to get helpful insights on the things you buy and sell, and the status of your inventory. 


I'm always here if you need any more help tracking free items in QuickBooks Online. Have a great day!

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