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Level 1

How do I invoice for non inventory items?

In QB online, I use the invoice function to send customers their bill.  We bill for inventory used on the job, using the drop down which allows us to see all of our catalogued inventory.  My question is, how do I bill for labor, lift rental, recycling, etc and other items that are not inventory?  There is no where to put the item and account number to flow to our income statement, only the drop down for inventory.  On the PO,  there is a drop down where you can add various lines with corresponding account number, but I can't figure out how to do it on invoices.  I would appreciate any help.

QuickBooks Team

How do I invoice for non inventory items?

Pleased to have you here, @CrazyQ.


I'd be delighted to share some information on how you can create a non-inventory items list and use it on your invoices.


With QuickBooks Online, there are four different item types  in the Products and Services list that you can tracked and organized. 

  • Inventory items 
  • Non-inventory items
  • Services
  • Bundle

To include any of these product services non-inventory items on your invoice. Here's how:

  1. Go to the Gear icon.
  2. Choose Products and Services.
  3. Click the New button.
  4. Choose Non-inventory or Service.
  5. Enter the product or service information.
  6. Select the specific account associated with a product and service item.
  7. Click Save and Close.  


Once you have created the list, you can now use it in creating your invoice. Here's how:

  1. Click Sales.  
  2. Choose Invoices tab.
  3. Click New Invoice.
  4. In the create invoice page, enter the invoice details.
  5. Under the Product/Service column, choose the service item or non-inventory item you have created.
  6. Once complete, click Save and Close.

That should do it!


You can post anytime if you have other questions about creating invoices and item list in QuickBooks Online. I'm always here to lend a hand. Have a great rest of your day.

Level 1

How do I invoice for non inventory items?

Thank you so much.  That worked.  Can you please help me with another issue?  We bill customers for an amount that is offset by an energy credit provided by the local energy company.  So, in effect, we bill two companies for the same invoice, with it clearly written who owes what.  We typically invoice for the whole amount of the project, apply all charges, including sales tax, then take the energy incentive off the subtotal, which leaves the balance due going to receivables for the main customer.  This is the manner in which the energy company requires it to be invoiced.  My question is, how do I get the incentive into receivables as being due from the local energy company?

QuickBooks Team

How do I invoice for non inventory items?

Hello there, @CrazyQ.


Allow me to step in and help add the incentive into receivables as being due from a local energy company.


To begin, you have to make a service item for the local energy company. Please select a Liability or Asset account under the Income Account field.



After creating the products/services, you can proceed in creating an invoice. I'll be happy to guide you through the steps:

  1. Click the Plus icon.
  2. Choose Invoice.
  3. Enter the Main customer name.
  4. On the Product/Services section, enter all the items that needs to be billed under the main customer.
  5. On the next line, add the incentives due from the local energy company. Make sure to enter the amount with Negative (-) symbol.
  6. Click Save.


I also recommend getting in touch with your accountant for guidance on how to record the transaction in the best way for your business.


Let me know if there's anything else you need from me. I'd be here to help you more. Wishing you all the best.

Level 1

How do I invoice for non inventory items?

Thank you.  I will try this. 

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