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Level 2

Calcuating customer invoice amounts

Our company sells advertising is looking for a solution (either within QuickBooks or, more likely, a third-party solution that imports to QuickBooks) for QuickBooks Desktop whereby the invoice amounts can be calculated automatically based on defined parameters.


For example, we send customers a monthly invoice for services that we are billing per week based on a day of the week.Our customers have annual contracts so we bill them for 52 weeks.


Customer A gets billed $200 per week for the number of Fridays in a month. We'd like to be able to define a start and end date because we will bill them that amount every week for 52 weeks. So if the start day was mid-month (with 3 Fridays remaining that month), the invoice generated for that first month would be for 3 weeks. That is just one scenario and some are more complex.One of the scenarios requires an itemized list of advertisers be included as a separate document along with the QuickBooks invoice.


Our current software solution for calculating our billing is outdated and we really need to replace it. It calculates all of the bills and we use WebConnect to import the data into QuickBooks to create the invoices. I'm not sure where to start looking for another software solution to figure our billing. Any recommendations?

2 Comments 2
QuickBooks Team

Calcuating customer invoice amounts

Thank you for posting here in the Community, lgfrog08. I'm here to help you with QuickBooks. 


Choosing the features of QuickBooks depends on your business needs. I recommend using  Automated Statements to set the schedule days before or after the due date. For more information, check out this link: Create automated payment reminders for invoices and statements.


Customer groups can define by their business segments, such as location, customer type, or customer's status. For more details, check out this article: Create a customer group.


However, if you're not using QuickBooks Desktop Enterprise 2021. You can customize the Sales by Rep Details to show the total sales by customer.


Here's how:


  1. Go to the Reports menu at the top of QuickBooks.
  2. Select  the Sales and click on Sales by Rep Detail button. 
  3. Click on Customize Report
  4. Change Total by to Customer. on the Display tab. 
  5. Under Columns, select Rep and uncheck the Name.
  6. Click OK.


You can find the Sales by Rep Detail page by going to Report menu then select Sales and click Sales by Rep Detail.


You can also check out this article about different reports in QuickBooks Desktop: This provides on how to customize each one of them. Customize customer, job, and sales reports in QuickBooks Desktop.


Stay in touch with me by commenting below whenever you need additional information. I'm always around to help.

Fiat Lux - ASIA
Level 15

Calcuating customer invoice amounts


Firstly, make sure you are using a supported QB Desktop version (i.e 2019-2021). If you are using an outdated version, you may purchase a one time license of QB Desktop 2021 to upgrade your file.


Then explore these billing management apps to integrate with your QB Desktop.


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