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ppls1000
Level 1

Customer facing invoice shows total but behind scenes its broken down more detailed

My company would like to start keeping better track of our income per department but still only be invoicing the customer for a lump sum.  An example would be if I were a hospital and I wanted to bill the patient for the broken arm we fixed.  Lets say I want to bill them $2500 for the ER visit and have that as the only line on the bill.  But behind the scenes I want that $2500 to go to lets say 4 different departments to show they had income.  So when I run the P&L it shows profit in 4 different accounts for various amounts totaling $2500 from that on invoice.

7 Comments
RaymondJayO
Moderator

Customer facing invoice shows total but behind scenes its broken down more detailed

I've got the details you need to classify your profits for your four different departments in QuickBooks Online (QBO), @ppls1000. Also, I have the steps you can perform to bill your patient for a lump sum amount.

 

I'd suggest using classes to track the transactions for the four departments in your hospital. This way, you'll be able to view the income per department in your Profit and Loss (P&L) report. 

 

First, let's turn on the class tracking feature in the settings. I'll guide you how. 

  1. Go to the Settings (Gear) icon at the upper right.
  2. Select Account and Settings under Your Company
  3. Go to Advanced from the left menu. 
  4. Click Categories.
  5. Check the Track classes box and select Warn me when a transaction isn’t assigned a class
  6. Choose One to each row in transaction in the Assign classes drop-down. 
  7. Click Save
  8. Hit Done.

 

The screenshot below shows you the last six steps. For the detailed instructions, check out this article: Turn On Class Tracking

TurnOnClassTrackingFeature.PNG

 

Second, let's add the four departments as classes from the All Lists menu. Then, be sure to set up a service item for the broken arm operation you'll provide to your patient. 

 

Third, let's create an invoice to send the lump sum amount to your patient. Just choose the customer's name and use one line item for the $2,500 amount. Make sure to leave the Class column blank. Then, click Save and send. View the screenshot below for your visual reference. 

SendLumpSumAmountToThePatient.PNG

 

Fourth, go back to the invoice you've created. That way, you can edit it to break down the details of the transaction. Please keep in mind that you don't have to send it to your patient again. Here's how: 

  1. Go to Sales from the left menu. 
  2. Select Invoices
  3. Locate and open the invoice you've sent. 
  4. In the first line item, change 2,500 to 625 and select the appropriate department in the Class column. 
  5. Repeat the process for the other three departments. 
  6. Click Save

 

See the screenshot below to show you the last three steps. 

EditTheInvoiceToBreakDownTheDetailsOfTheTransaction.PNG

 

After that, run the Profit and Loss by Class report from the Reports menu. You'll be able to view the income of your four different departments as seen in the screenshot below. 

P&LByClassReport.PNG

 

Once done, you can create a budget for each class. Doing so will help you plan and set a goal for each department in your hospital. For more details, see Step 6 through this article: Class Tracking Overview

 

I'm here anytime you have other concerns. Take care always. Stay healthy, @ppls1000.

ppls1000
Level 1

Customer facing invoice shows total but behind scenes its broken down more detailed

That looks good but if the client clicks on the invoice they will see it broken down.  When they log in they see the most current thing in Quickbooks if I am remembering things right.  I do think this would work for us but we also have to essentially do the invoice twice every time.  Correct?

IntuitLily
Moderator

Customer facing invoice shows total but behind scenes its broken down more detailed

Thanks for getting back, @ppls1000.

 

I'd like to add some information about the steps provided by my colleague. 

 

The client will only see the lump sum amount on the invoice that you send. You don't need to create it twice, you'll just need to edit it for the class tracking. After editing, you'll only need to save it to track the classes for each department.

 

If you have follow-up questions or clarifications, do let me know. I'm here to help you out. Take care and enjoy your weekend.

ppls1000
Level 1

Customer facing invoice shows total but behind scenes its broken down more detailed

But when I edit the invoice they will see the updated invoice all broken down.  When they click on the invoice in the email they receive they will see the most current version of the invoice that is saved.

RenjolynC
QuickBooks Team

Customer facing invoice shows total but behind scenes its broken down more detailed

I'd like to share some steps, ppls1000.

 

When you modify the invoice, the one you sent will also be updated. You'll want to customize the settings and select Show short summary in email option.

 

Here's how:

 

  1. Go to the Gear > Account and Settings.
  2. On the left panel, click on Sales.
  3. Scroll down to the Online Delivery section.
  4. Check the Show short summary in email box. You can also un-check the PDF Attached option.
  5. Click Save and the Done.

Once done, go back and update the invoice. The customer will only see total amount and not the breakdown.

 

I'm also adding this article for reference: Customize your invoice emails.

 

Please let me know if there's anything else you need. I'm just a few clicks away to help you some more. Take care and stay safe.

ppls1000
Level 1

Customer facing invoice shows total but behind scenes its broken down more detailed

I have also looked into hiding the invoice like you mentioned but that is not an option for some clients.  Are you aware of any good third party invoicing software that works well with Quickbooks online?

MadelynC
QuickBooks Team

Customer facing invoice shows total but behind scenes its broken down more detailed

Hi, @ppls1000.

 

Through your QuickBooks account, you can look for third-party software for invoicing. All the apps are guaranteed compatible with QuickBooks.


From your left pane, select Apps. You can pick any recommended app or click See more to view others.

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Otherwise, visit our QuickBooks App store to see other categories and features that work best for your business.

 

I also added a link that could help you organize QuickBooks efficiently: Help articles.


If you have any follow up questions, don’t hesitate to reach us again.

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