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Level 1

QuickBooks coding categories

Quickbooks has coding categories on invoices (both A/P & A/R) for Job and Class.  Is it possible to add another category field for Division?

5 Comments 5
QuickBooks Team
QuickBooks Team

QuickBooks coding categories

Welcome to the QuickBooks Community, bt11.


The option to add a category field for Division is unavailable. In QuickBooks Desktop, we use classes to track income and costs by each division if you have more than one division/location of your business. You can create a subclass to track each category of the division.


Here's how:


  1. Click Lists on the top menu.
  2. Choose Class List.
  3. Hit the Class drop-down at the bottom and select New.
  4. Enter the division category name.
  5. Place a check mark on the Subclass of field.
  6. Tick the drop-down button and choose Add New. Then, enter the class name.
  7. Tap OK and OK.
  8. Follow the same procedure for each division.

Then, run the Profit and Loss by Class report to help you divide your income and expenses by the different divisions/locations of your business. You can also run budgets by division or location, then compare revenue or profit to budget for each division or location.


To learn more about the use of class tracking, you can check out these articles:


Fill me in if you need a hand with customizing your sales forms transactions or any QuickBooks related. I'm glad to help.

Level 1

QuickBooks coding categories

Thanks for the advice!


I have another question on the reporting side for this.  On reports where the account numbers are listed vertically, there is a Collapse button where you can "collapse" the sub-accounts into the summarized main account.  When the Classes on the report are across the top of the report, is there a way to "collapse" the sub-classes into a summarized main Class total for that column instead of having all the sub-class columns strung out across the top of the report?  I would like to have a summarized report of my Classes without all the sub-classes showing.

QuickBooks Team

QuickBooks coding categories

You're welcome, @bt11


At this time, the feature to collapse the subclasses to the main class is still unavailable when generating the Profit & Loss by Class report in QuickBooks Desktop Enterprise.


When you collapse a report, the columns will remain unchanged. It will only hide subaccount balances.


Check the following article for more information on how to customize company and financial reports. Also, the following article on how to filter, sort or total reports by Class


Let us know if there's anything that we can help. Have a great rest of the day!



Level 1

QuickBooks coding categories

Thanks for your answer!


Since adding another category (such as Division) and collapsing subclasses into a main class across the page are not currently available by QB, do you know if either of those enhancements are on the front burner for improving QB in the near future?

QuickBooks Team

QuickBooks coding categories

We're taking note of your feedback and suggestion, @bt11.


Our product engineers are considering all suggestions based on the number of requests and their impacts on the user interface before they're rolled out.


I know how important it is for you and your business to add a category field for Division and collapse the sub-classes to the main class. At this time, you can consider following the workaround shared by my colleagues above.


Also, I want to let you know that your voice matters and I'm submitting feedback directly to our product engineers for consideration. For now, you can visit our blog site so you'll be able to get the latest news about QuickBooks and what our Product Care Team is working on. 


If you have other concerns, just comment below or post again. I'll be sure to get back to you. Have a good one.

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