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Level 1

Grouping items by class on an invoice

I have set up classes in QB desktop to classify the different phases of my company's projects. Then I've been able to easily assign service items (labor, expenses) to these different classes to track what we are spending/billing to each project phase (i.e. class). My problem occurs when I generate invoices - I want to group items on invoices by class so the invoices are more organized, but I can't figure out a way to do this. I can add the "class" column to my invoice template so it is visible for each item, and I can group invoice lines by item, but then the class column is all over the place. Any way to group items by class within one invoice?

QuickBooks Team

Re: Grouping items by class on an invoice

Hi @dwcaley,


You’ll need to enter the items on your invoices before choosing the class. Let me discuss this further and help you from there.


In QuickBooks Desktop, when you choose a class for your invoice before entering the items, it auto-populates the class per line item. But if you enter the items in your invoice, it doesn’t fill in the class column.


Also, there isn’t a way to track your group by classes. However, you can create individual invoices for your groups and choose a class for the whole invoice.


To create the invoice, here’s how:

  1. Click on Customers from the menu bar.
  2. Choose Create Invoices.
  3. Select the customer name.
  4. Enter the group in the Item column.
  5. Enter the necessary information.
  6. Choose the Class beside the Template field.
  7. Click on Save & Close.

Please let me know if you have any other questions or concerns. I’ll always be around to help.

Level 1

Re: Grouping items by class on an invoice

Thanks for the quick reply @Alessandra_B . 


So it sounds like what I want to do isn't possible with classes? I invoice clients monthly and don't want to enter a class for an entire invoice, thereby creating separate invoices for each class per month, I'm just looking to organize invoice items by the class they are associated with (e.g. pre-entered on an employee's timesheet) so the client can easily see which aspects of the project they are being charged for.


Is there another way to group items on invoices? For example, I have multiple labor rates as items in QB that employees input into their timesheets that I want to charge to different aspects (currently set as Classes) of a project per month.  I'd like to break out the items on the monthly invoice into those same aspects so the client will basically see the invoice broken out into sections for each aspect.

QuickBooks Team

Re: Grouping items by class on an invoice

Hello there, dwcaley.


I'd like to provide some more clarification on your concern about tracking group by class in QuickBooks Desktop.


As mentioned by my colleague Alessandra_B, the option to track your group by classes isn't available, you can follow the alternative provided by my colleague which is to create separate invoice per group.


For now, while this feature is not possible, you can regularly check for the newly updated features through the New Feature Tour or What's New option in QuickBooks Desktop.


Here's how:

  1. Go to the Help menu.
  2. Click New Features.
  3. Choose either New Feature Tour or What's New.


I'll also leave you with the following resources to be more familiar with QuickBooks Desktop or if you have QuickBooks related questions: 

If I can be of help with something else, please don't hesitate to get back to me. I'm always happy to assist.

Level 1

Re: Grouping items by class on an invoice

Thanks for the reply @Charies_M . But I'm still wondering if there is another way that I might achieve my result of grouping items on an invoice. I understand that is not possible with classes based on @Alessandra_B 's and your responses - are you also saying it is not possible with Quickbooks in general?

QuickBooks Team

Re: Grouping items by class on an invoice

Thanks for taking the time to reach us back, dwcaley.


Currently, there isn't any other alternative way other than creating separate invoice per group. It sounds very convenient being able to group items by class on an invoice in QuickBooks Desktop. Allow me to bring this request to our developers so they may consider this option on our next updates. It's our hope to cope up with our customer's needs and we're always working to make QuickBooks better.


While this isn't available, I'd still encourage you to check out the New Feature Tour or What's New option in QuickBooks. The details on how to get there is outlined from my previous post.


Let me know if you have further questions and I'd be more than happy to make sure everything's cleared. 

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