Item Description on Invoices

MattO · ‎August 28, 2019

I'm trying to create a procedure to bill clients.

So far it's been working pretty well. I've been able to set up items for services provided to customers, use time to bill clients for said services, and set up an invoice template to send to clients. However, the item description does not show up on the invoice but instead the notes on the time entered does. Is there any way to change it so the item description shows up on the invoice so I don't have to type a new description every time?

Thanks!

AlexV · ‎August 29, 2019

Hope you're doing great, MattO.

There is an option to change the description when you convert it into an invoice. I can walk you through on how to do it. Let's follow these steps:

Create an invoice as usual.
On the Choose Billable Time and Costs window, click on the Options button.
From the Options for Transferring Billable Time, select the Transfer item descriptions.
Click OK to save.

Once done, you'll notice that the invoice description is changed. It's no longer the time notes, but instead the item descriptions already.

If its already been converted as invoice, you'll want to manually edit the description.

I'm always here if you have other questions.

View solution in original post

JasroV · ‎August 28, 2019

Hello there, @MattO.

Let's check in your Item information if there is any description entered in the Description field. Here's how:

Go to the Lists menu and select Item List.
Select the item, and select Edit Item under the Item drop-down menu.
And check if there is a description entered in the Description field and click OK.
If there's no description entered, enter a description for the item and click OK.

If it still doesn't show in your invoice description column, I suggest deleting the description and try creating a new Invoice. If the error persists, then we'll have to run the verify rebuild utility tool. This way we can check if this is a data issue in your company file.

Running the Verify rebuild utility tool, identifies issues in your company files and resolves most data issues.

Here's how to verify:

First, go to Window menu and select Close all.
Go to the File menu.
Select Utilities.
Click Verify Data.

To Rebuild:

Go to the File menu.
Select Utilities.
Click Rebuild.
You will receive a warning message to backup your company file, press OK.
Click OK when you get the message "Rebuild has completed".

For more detailed steps, you can check this article for reference: Verify and Rebuild Data in QuickBooks Desktop.

Also, in case you want to learn some "How do I" steps in QuickBooks Desktop, feel free to visit our Help articles page for reference.

Let me know if you have other questions or concerns. I'll be around to help

MattO · ‎August 29, 2019

Thanks for the help!

I tried it but it didn't resolve the solution. I believe the problem is QB is taking the description from the notes of the employee time entry and not the item description.

When I go to the employees tab, click enter time, time/enter single activity, and fill out the note, the note appears when I put it on the invoice but I would rather have the description of the item used instead. How would this be done?

AlexV · ‎August 29, 2019

Hope you're doing great, MattO.

There is an option to change the description when you convert it into an invoice. I can walk you through on how to do it. Let's follow these steps:

Create an invoice as usual.
On the Choose Billable Time and Costs window, click on the Options button.
From the Options for Transferring Billable Time, select the Transfer item descriptions.
Click OK to save.

Once done, you'll notice that the invoice description is changed. It's no longer the time notes, but instead the item descriptions already.

If its already been converted as invoice, you'll want to manually edit the description.

I'm always here if you have other questions.

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Item Description on Invoices