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Experienced Member

Auto Entry of Invoice Items

How do I have items appear on every invoice without manually entering them? For example: Labor, Mileage, ect...

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Best answer 02-21-2019

Accepted Solutions
Moderator

Re: Auto Entry of Invoice Items

Hey there, @terriwein,

 

I appreciate your time checking this with us today. I can share some insights about your invoice preference.

 

At the moment, there isn't a preference to automatically add items when creating new invoices in QuickBooks. As  a workaround, you can use the Memorize Transaction option to save an invoice with the items you want to use.

 

Let me guide you through the process:

 

1. Go to the Customers menu.

2. Choose Create Invoices.

3. Enter the customer name in the Customer:Job box. If you're using this to multiple customers, leave the field blank.

4. On the Invoice, add the items you want to add on the invoice.

5. Fill out other information that you want to automatically see.

6. On top of the transaction, click the Memorize icon.

7. Add the name of the memorized transaction.

8. Choose the following options:

  • Add to my Reminder List - this will create a reminder of when you want to use/record the transaction.
  • Do Not Remind Me
  • Automate Transaction Entry - this option allows the system to automatically record the invoice in QuickBooks so you no longer need to enter it manually.
  • Add to Group - if you already have an existing Memorized Transaction group created.

9. Click OK.

 

 

If you want to use the memorized invoice, follow the steps below:

 

1. Go to the Lists menu.

2. Choose Memorized Transaction List.

3. Click the Invoice template you created to highlight it.

4. At the bottom of the page, click on Enter Transaction.

5. Fill out the invoice the click Save and Close.

 

That should get you on the right track, @terriwein. You may refer to this article to know more about the process: Create and modify memorized transactions

 

Let me know if you still need help with QuickBooks. I'm here to help whenever you needed me. All the best!

3 Comments
Moderator

Re: Auto Entry of Invoice Items

Hey there, @terriwein,

 

I appreciate your time checking this with us today. I can share some insights about your invoice preference.

 

At the moment, there isn't a preference to automatically add items when creating new invoices in QuickBooks. As  a workaround, you can use the Memorize Transaction option to save an invoice with the items you want to use.

 

Let me guide you through the process:

 

1. Go to the Customers menu.

2. Choose Create Invoices.

3. Enter the customer name in the Customer:Job box. If you're using this to multiple customers, leave the field blank.

4. On the Invoice, add the items you want to add on the invoice.

5. Fill out other information that you want to automatically see.

6. On top of the transaction, click the Memorize icon.

7. Add the name of the memorized transaction.

8. Choose the following options:

  • Add to my Reminder List - this will create a reminder of when you want to use/record the transaction.
  • Do Not Remind Me
  • Automate Transaction Entry - this option allows the system to automatically record the invoice in QuickBooks so you no longer need to enter it manually.
  • Add to Group - if you already have an existing Memorized Transaction group created.

9. Click OK.

 

 

If you want to use the memorized invoice, follow the steps below:

 

1. Go to the Lists menu.

2. Choose Memorized Transaction List.

3. Click the Invoice template you created to highlight it.

4. At the bottom of the page, click on Enter Transaction.

5. Fill out the invoice the click Save and Close.

 

That should get you on the right track, @terriwein. You may refer to this article to know more about the process: Create and modify memorized transactions

 

Let me know if you still need help with QuickBooks. I'm here to help whenever you needed me. All the best!

Established Community Backer ***

Re: Auto Entry of Invoice Items

@terriwein 

 

Make a Group Item. Put your routine items in that Group and select to Print Items in the Group as your default.

 

Now, when you need this "bundled listing" you select the Group Item and all the internal items will populate, for you to enter the info you want to have, here.

Experienced Member

Re: Auto Entry of Invoice Items

Thank you!  Your suggestion is working for me.  Now it only takes me 3 key stokes (ctr +T and enter) to enter multiple items on an invoice.  Thank you again..