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Level 1

Combining multiple items into a single line item on an invoice

I'm aware of this discussion topic. We are using QB Enterprise Desktop 2017:

 

https://quickbooks.intuit.com/community/Questions-about-QuickBooks/How-to-bundle-items-to-show-a-sin...

 

The solution doesn't work for me though. We use a 3rd party project management program, invoice in it, then export data from it into QB using the QB Web Connector for accounting. So I guess by the time it gets into QB it is an invoice and not a billable expense... I don't know QB that well... just a developer trying to help out accounting.

 

Every single line item shows up on the invoice. There isn't a native way in the 3rd party software to combine the expenses into two or three categories then send to QB. We are trying to combine them in QB before sending the invoice out.

 

Going to Add Time/Costs window, as the link suggests, doesn't show anything to combine. From what I understand, this is due to the items being considered invoiced and not billable. If they were billable, I'd be able to edit them.

 

Anyway, is there a way to combine these when they are invoice items in QB or is that data immutable?

2 Comments
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Level 15

Combining multiple items into a single line item on an invoice

QB does what the import tells it to, there is no import processing.

You would need to create a utility that processes the export from the third party software, where that utility combines expenses into one line item that QB uses.  The problem with this is if you are using inventory items in QB, they have to be itemized per line/qty

Highlighted
Level 15

Combining multiple items into a single line item on an invoice

"Going to Add Time/Costs window, as the link suggests, doesn't show anything to combine. From what I understand, this is due to the items being considered invoiced and not billable."

 

When you send an Invoice, that means the data is there, already. The function you asked about is how you select Billable data from Purchases. There are 4 tabs in the Add Time & Costs pop up:

Time = from timesheet entries

Expenses = from expenses tab entries on purchases, which is not really the best way to use QB (you should be using Items)

Mileage tab = from the Vehicle mileage function

Items tab = from Purchases, items tab, marked as Billable

 

You don't need to use that Billable status, if you are sending an invoice. That would be redundant = double-billing.

 

Yes, if you want this Combined, already, in the import stream, you have to combine it before importing. That's the point of having a third-party or Pre-prep process = it Prepares what it sends to QB. QB is not going to manage the info, afterwards. For example, sending the invoice means the Customer Name has to exist as a key field data record, but you can send any address info you want to. QB will not "lookup" or Reference that customer name data in the file. Your data stream provides it, if you are sending an Invoice.

 

Right here: "We use a 3rd party project management program, invoice in it, then export data from it into QB using the QB Web Connector for accounting"

 

Which means it's Done.

 

"So I guess by the time it gets into QB it is an invoice and not a billable expense"

 

Billable Expense comes from something you Incurred. Sending the invoices = you Made the sale. Done.

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