cancel
Showing results for 
Search instead for 
Did you mean: 
lrossi
Level 2

Add Job Description data field to invoices

I'm a new QB user, so please be patient with me.

 

I have added all my clients in the customer center. I have also added several "Jobs" under each client and, each of them has a "Job Description" under the "Job Info" tab.

 

I would like to add this "Job description" data field to the header of my invoices.

 

I already know that i can pick and choose which data fields appears on the header of my invoices by going to "additional customization" (under the settings of my invoice template) and selecting only the data fields that i want. However, "Job description" is not in that list.

 

How can I add "Job description" to my templates?

Solved
Best answer October 21, 2020

Best Answers
LieraMarie_A
QuickBooks Team

Add Job Description data field to invoices

Allow me to chime in and give you the answers that you're looking for, @lrossi!

 

Yes, you can use Job Name instead of the Job Description field since QBDT can't add the latter in the invoices. You can also use and have different Account No. for each job listed. I'd be happy to show you how.

  1. Go to the Customers menu and select Customer Center.
  2. Double-click the customer's name.
  3. Select the Payment Settings tab.
  4. Enter the account number.
  5. Click OK.

To edit multiple customers, follow the steps bellow:

  1. Go to the Customers menu and select Customer Center.
  2. Right-click on any of the customer's name.
  3. Select Add/Edit Multiple List Entries.
     Capture.JPG
  4. Click on the Customize Columns button.
  5. Under the Available Columns section, select Account No. and click Add.
  6. Click OK.
  7. Enter the necessary information.
  8. Select Save Changes.

You can also the Account No. column on the Customer Center window. 

  1. Go to the Customers menu and select Customer Center.
  2. Right-click on any of the customer's name.
  3. Select Customize column.
    Capture.JPG
  4. Under the Available Columns section, select Account No. and click Add.
  5. Click OK.

Additionally, you can check out this article to help you keep track of your sales and expenses using the predefined customer, job, and sales reports: Customize Customer, Job, and Sales Reports in QuickBooks Desktop.

 

Let me know if you have further questions. I'm determined to help you succeed. Have a good one!

View solution in original post

6 Comments
JonpriL
Moderator

Add Job Description data field to invoices

Hello @lrossi,

 

You're on the right track, putting a checkmark on a field in additional customization will show up in our invoice header.

 

Instead of using the job description in the customer profile, you can use define custom field instead so it'll show up in your invoice template. Let me show you how.

  1. Go to Customers.
  2. Select Customer Center.
  3. Open the profile of your customer where you wanted to assign a custom field.
  4. On the Additional Info section, select Define Fields under CUSTOM FIELDS.
  5. Enter Job Description as the label.
  6. Put a check on the CustTrans, and List columns.
  7. Click OK twice.

Once done, you can go back to the Additional Info of your invoice template and select Job Description. Learn more with this article: Create and use custom fields in QuickBooks Desktop.

 

Additionally, I've also included this helpful article for other ways that you can accept payments from your customers: Receive and process payments in QuickBooks Desktop.

 

Keep me updated in the comments if you have any other questions aside from customizing your invoice template. Stay safe!

lrossi
Level 2

Add Job Description data field to invoices

Thanks for the response@JonpriL 

But I want to avoid creating custom fields as much as possible since, I assume, there is a better user experience if I stick to the out-of-the-box fields as they are already integrated into the default reports, forms, etc...

 

The other reason I don't particularly like to create a custom field for Job description it's because there is already a field for this information. Having two  fields named similarly (the first one created by Intuit and the second one created by me) will only lead to confusion later on when training new hires. I can almost guarantee that, from time to time, the "Job description" information will end up in the wrong field.

 

Based on your response, it appears that QB Desktop just doesn't have the ability to use the "Job Description" field in the invoices. 

 

Someone told me to use "Job Name" instead of "Job description" since that field is available when creating invoices. I use "Job Name" for our internal "project/contract number" associated with each job but that person suggested to use the field "Account #" for that. This suggestion doesn't sound too bad, but I'm not sure if i can have a different "Account#" for each job listed under an individual client.

 

What is your opinion about this approach?

Maybelle_S
QuickBooks Team

Add Job Description data field to invoices

Thanks for getting back to us, @lrossi.

 

You're performing the correct steps. Also, we can add the Job Description as a column on the customer's name list, but this information will not reflect on your estimate and invoice templates. What you can do instead is create a Custom field, and make it visible on the job profile and customer transaction forms (invoices and estimates). That way, whatever information you enter in the profile will reflect on the transactions.

 

Create a custom field:

  1. Open a job profile and click on Additional info.
  2. Click the Define Fields button.
  3. In the first line enter the name of the field. You can put something like Job Description 2 or anything you like. You can edit it later.
  4. Place a checkmark in this fields: CustTransList. This will make it visible to other customer's profiles and on customers' transactions.
  5. Click OK.
  6. When you the field on the profile, enter the details in it and click OK.

Add the created field to the Customer Center:

  1. Right-click on any of the header names.
  2. Choose Customize Columns.
  3. Add the name of the field (Job Description 2 on my example) from the Available Columns list to the Choose Columns list.
  4. Click OK.

Edit your invoice and estimate templates, and make the created field visible on the transaction pages (Screen) and the actual transactions (Print).

 

I've attached an article about custom fields in QuickBooks Desktop for your future reference: Create and use custom fields in QBDT.

 

You can always visit our Help Articles page if you want to learn some "How do I" steps in QuickBooks. 

 

Don't hesitate to post again if you have other questions. We're always glad to help.

lrossi
Level 2

Add Job Description data field to invoices

Thanks for your@Maybelle_S

Do you still think custom fields is the way to go, even after the observations i did before?

I only ask because you just offered the same solution as @JonpriL without any further explanation. I honestly don't know if you read my response to his suggestion.

 

LieraMarie_A
QuickBooks Team

Add Job Description data field to invoices

Allow me to chime in and give you the answers that you're looking for, @lrossi!

 

Yes, you can use Job Name instead of the Job Description field since QBDT can't add the latter in the invoices. You can also use and have different Account No. for each job listed. I'd be happy to show you how.

  1. Go to the Customers menu and select Customer Center.
  2. Double-click the customer's name.
  3. Select the Payment Settings tab.
  4. Enter the account number.
  5. Click OK.

To edit multiple customers, follow the steps bellow:

  1. Go to the Customers menu and select Customer Center.
  2. Right-click on any of the customer's name.
  3. Select Add/Edit Multiple List Entries.
     Capture.JPG
  4. Click on the Customize Columns button.
  5. Under the Available Columns section, select Account No. and click Add.
  6. Click OK.
  7. Enter the necessary information.
  8. Select Save Changes.

You can also the Account No. column on the Customer Center window. 

  1. Go to the Customers menu and select Customer Center.
  2. Right-click on any of the customer's name.
  3. Select Customize column.
    Capture.JPG
  4. Under the Available Columns section, select Account No. and click Add.
  5. Click OK.

Additionally, you can check out this article to help you keep track of your sales and expenses using the predefined customer, job, and sales reports: Customize Customer, Job, and Sales Reports in QuickBooks Desktop.

 

Let me know if you have further questions. I'm determined to help you succeed. Have a good one!

View solution in original post

lrossi
Level 2

Add Job Description data field to invoices

Thank you @LieraMarie_A for confirming that QB Desktop just cannot use the default "Job Description" field in the invoices. That allows me to focus on alternative ways to get the results that i need.

 

So far it seems my options are either: I create a custom field for "Job description", or use the Account# for my project number and use the Job name as the Job description.

 

I still think that option #2 is a better solution as option #1 may lead to data entry mistakes since it's kind of confusing.

 

Thanks again for the help.

Need to get in touch?

Contact us
Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up