adding project name to custom invoice on desktop quickbooks

jcellis5716 · ‎January 27, 2021

I designed a custom invoice on Quickbooks Desktop Pro 2020. It's all working except for a box for Project name. I opened an Invoice, then went to Manage Templates, chose my custom template, clicked on Additional Customization. And I see the list of Headers I can choose from. But the box for Project/Job has the box for "Screen" greyed out. So my only choice is "print" but then when I enter my invoice there's no box for me to enter a project name, and when I print the invoice, it just has a box that has the static work "Project" in it. Any help would be greatly appreciated

Rasa-LilaM · ‎January 27, 2021

Thanks for dropping by the Community, jcellis5716.

I appreciate for adding a screenshot of your concern. It gives me a clearer view of what happened to the customized invoice. Let me share some insights into why the Print option is greyed out in the Header section.

The information that will show in the Project field is the job you’re billing from. That’s why you’re unable to select the Screen box in the Additional Customization window.

You’ll have to set up the project name as a job or sub-customer in the Customer Center. Then, add it so it will show on the invoice. I’ll guide you through the steps to set it up in QuickBooks.

Go to the Customers menu at the top bar and choose Customer Center.
Pick the customer whom you want to create a project or job.
Click the New Customer & Job drop-down and select Add Job.
On the Job page, fill in the fields with the correct information.
Click OK once done.

Let me share these articles for future reference. These resources outline the complete instructions on how to perform the following tasks.

You can also check the built-in articles in the company file. From there, you'll find more information about the Jobs feature in QuickBooks.

Here's how:

Tap the Help menu at the top bar and select QuickBooks Desktop Help F1.
Type a keyword in the search field. For example, job.
This will display a list of related articles.
Click on the topic to view the complete details.

If you still need help with QuickBooks, feel free to post a comment below. I’ll get back to assist further. Have a good one.

View solution in original post

Rasa-LilaM · ‎January 27, 2021

Thanks for dropping by the Community, jcellis5716.

I appreciate for adding a screenshot of your concern. It gives me a clearer view of what happened to the customized invoice. Let me share some insights into why the Print option is greyed out in the Header section.

The information that will show in the Project field is the job you’re billing from. That’s why you’re unable to select the Screen box in the Additional Customization window.

You’ll have to set up the project name as a job or sub-customer in the Customer Center. Then, add it so it will show on the invoice. I’ll guide you through the steps to set it up in QuickBooks.

Go to the Customers menu at the top bar and choose Customer Center.
Pick the customer whom you want to create a project or job.
Click the New Customer & Job drop-down and select Add Job.
On the Job page, fill in the fields with the correct information.
Click OK once done.

Let me share these articles for future reference. These resources outline the complete instructions on how to perform the following tasks.

You can also check the built-in articles in the company file. From there, you'll find more information about the Jobs feature in QuickBooks.

Here's how:

Tap the Help menu at the top bar and select QuickBooks Desktop Help F1.
Type a keyword in the search field. For example, job.
This will display a list of related articles.
Click on the topic to view the complete details.

If you still need help with QuickBooks, feel free to post a comment below. I’ll get back to assist further. Have a good one.

jcellis5716 · ‎January 29, 2021

Thank you Lila that did the trick.

fluxstate · ‎July 19, 2021

Can you add the project name to the Subject in the invoice and reminder emails?

ReymondO · ‎July 19, 2021

Hey there, @fluxstate.

Thanks for sharing your concern in the QuickBooks Community.

Yes, you can include the project name to the subject of your invoice template and payment reminders in QuickBooks Desktop. Let me show you how:

For invoice template, simply follow these steps:

Go to the Edit menu and select Preferences.
Click Send Forms, then go to the Company Preferences tab.
Select the invoice template and click Edit.
In the SUBJECT field, add the project name.
When you're done, click Save.

Here's how for payment reminders:

Click the Customers menu and select Payment Reminders.
Choose Schedule Payment Reminders, then click Get Started.
From the Send reminder to the drop-down list, select the reminder and click it.
Enter the project name in the SUBJECT field box.
Click OK.

I've also added some resources that you can use to help manage your invoice template and payment reminders in the program:

That should do it. Let me know if you need further help. I'll be more than happy to further assist you. Keep safe.

fluxstate · ‎July 19, 2021

Nice! Does this work with QuickBooks Online? Is the token [project name] ?

Candice C · ‎July 19, 2021

Good evening, @fluxstate.

Thanks for reaching back out and asking more questions about a custom invoice. I'd be more than happy to provide you with some information to help answer your question.

Yes, you can do this in your QuickBooks Online (QBO) account. It only takes a few easy steps. Just follow along with the steps listed below.

Go to the Gear (Settings) icon in the top right-hand corner.
Under the "Your Company" column, select the Custom form styles option.
Locate the correct template and hit Edit from the "Action" section.
Click the Email portion of the template.
In the "Subject" box, type out what you'd like.

Now, you're able to edit the subject line.

This should do the trick. Feel free to ask any other questions if need be. I'm only a post away. Have a great evening!

Marino Martinez · ‎December 06, 2023

I was looking for a solution to add the customer:job name and came up with this post.

I tried @ReymondO's solution for the projects (that I assume are the same as jobs) to dynamically show and it is not working. Is there a way to get this question in a bit more detail?

Marino Martinez · ‎December 06, 2023

I was looking for a solution to add the customer:job name and came up with this post.

I tried @ReymondO's solution for the projects (that I assume are the same as jobs) to dynamically show and it is not working. Is there a way to get this question in a bit more detail?

MelroseV · ‎December 06, 2023

We appreciate you for joining in on the thread, Marino.

I like to dig a little deeper into this matter. May I ask what kind of product you are using right now? Is it QuickBooks Online or QuickBooks Desktop? Why is this not working? Have you encountered any error messages?

I would appreciate it if you could give us more details.

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adding project name to custom invoice on desktop quickbooks