Group Invoice Line Items by Class

Hi there, kristib.

Welcome to the QuickBooks Community. I'll ensure you're able to create invoice for a client that groups all of the line items by class. 

Yes, it's possible to create one invoice for a client that groups all of the line items by class. To start with, I suggest assigning a class per item so it will allocate the item per class in the invoice properly. Before that, make sure that you selected or check the box beside Assign classes to. Then, choose Items on the drop-down.

Here's how:

1. Go to the Edit menu at the top, then pick Preferences on the drop-down.

2. Select Accounting on the left pane, then Company Preferences tab.

3. Put a check mark to Use class tracking for transaction under CLASS section.

4. Check the box beside Assign classes to, then choose on the drop-down.

5. Click OK.

Once done, go to the Item List section and locate per item and assigned specific class. Please follow the steps below.

1. Click the Lists menu at the top.
2. Choose Item List.
3. Find the item and right-click. Then, choose Edit Item.
4. Choose a specific Class in the drop-down arrow.
5. Hit Save.

To see additional information, you can click this article: Set up and use class tracking in QuickBooks Desktop.

After that, you can now create an invoice that groups all of the line items by class. I attached a screenshot for visual reference.

Please refer to this article to see steps on how you can run reports to show transactions by class: Filter, sort or total reports by Class.

If you have additional questions, feel free to leave a message in the comment section. I'm always around here in the Community to help. Take care, and have a great day.

Thanks for your reply. I have classes set up already. What I am asking for is for all of the same class to be grouped in one line item on the invoice. In the attached screenshot of an invoice I created, there are two different classes. Rather than the way it is now, I want to have one line for the Pharmacy class and one line for the Dollar General class that totals all those amounts. So the Pharmacy line would say $262.50 (total of all items in that class) and the Dollar General line would say $262.50 (total of items in that class). Can that be done?

I'm here to provide some steps so you can assign a class to each line item, kristib.

In QuickBooks Desktop, you can either add a class to the whole invoice or to each line item of your sales. However, grouping the line items isn't an option in QuickBooks Desktop.

You can send feedback about the feature that you want through this link: Help us improve our products and services. Your valuable feedback goes to our Product Development team to help improve your experience in QuickBooks.

Since class tracking can be used in most transactions, it makes it easier for you to generate reports. And, compare the balances across multiple classes, departments, or locations. You can refer to this link to learn how to run a report: Filter, sort, or total reports by class.

Let me know if there are other things you need to customize on your sales forms. I'll be right here to help you. Have a great day ahead!

I already did the steps in your answer before I asked this question. The screenprint I included already has the class column on it, and the items are already assigned a class. I tried to be extremely clear and detailed in both of my first posts, but it is as if you are not really reading my questions. Please re-read my actual question. I am trying to GROUP the items for each class into one line item. 

Hello there, kristib.

The option to condense or group the line items by class is currently unavailable. I still suggest following the steps shared by my colleagues to track the class for your time entries.

Let me share this article for more insights about the Class tracking feature. It includes instructions on how to add a sub-class: Set up and use class tracking in QuickBooks Desktop.

To get acclimated to QBDT features and processes, click here to access our self-help articles. Each one contains instructions on how to perform the tasks in your company file.

Feel free to visit the Community again if you need help with QuickBooks. I’ll jump right back in to assist further. Have a good one.

Is the process different for QuickBooks Accountant Desktop 2022?  I followed the steps listed above, but can't find where to add class when I click into edit an item in my item list.

The process is the same when adding classes in QuickBooks Desktop, @Lynae Ingram.

Before adding classes, ensure that class tracking is turned on under Preferences. Also, you'll just have to click on the Class drop-down so you'll get the option to add a new class Here are the steps for that:

1. Open the Lists menu, then choose Class List.
2. In the Class ▼ drop-down menu, click on New.
3. Enter the class name.
4. If it's a subclass, choose the Subclass of checkbox and look for the class it's under.
5. Click on OK to add it.

To know more about handling classes in Quickbooks, see this: Maximum number of list entries (list limits and custom fields).

The Community is available 24/7 when you need extra help with banking or QuickBVBooks.We're here to back you up. Take care!