Invoice Consolidated By Item Main Category

Greetings,@skoz5555.

Thank you for posting in the Community. Let me share insights in managing your invoices on QuickBooks Desktop.

Currently, the option to show the summarized totals for each main item category is unavailable. Also, subtotal should show the total amount of all subitems. You can add a description on the subtotal for the main item's name.

Also, due to product limitations, the option of hiding the details of the imported bill is unavailable. 

You can review this article: Create an invoice in QuickBooks Desktop. This will help you create an invoice in your account.

Feel free to post any additional concerns. Have a great day and stay safe!

Yes, to both cases:

- When addin billable time and costs to an invoice, select the option "Print selected time and costs as one invoice item."

- For your category sections, set up and use group items and on those items, de-select the similar option "Print items in group" so that the items won't print, but only the total of the group.

After you add the group items to the invoice, you can then add or delete rows on the invoice as desired for that particular invoice.

Thanks; however, how do I do that when I'm "Adding Time/Costs" to an invoice?  It pulls everything in on its own Service Item line.

Glad to see you again here, @skoz5555.

You can refer to the recommendation of BigRedConsulting. When the customer's billable cost is added, simply click Print selected time and costs as one invoice item option. QuickBooks will create an account and group for the sub-items. The lines for the sub-items will only show on the invoice form, it will not be included when you print the form. Here's how:

1. Go to the Customers menu.
2. Click Create an invoice.
3. Select the name of the customer, and tick the Add Time/Costs.
4. From the Items tab, tick the boxes for the sub-items you'll need to include on the form.
5. Then, check the box for the Print selected time and costs as one invoice item option.
6. Then, OK. 
7. Once done, click the Print button. This will only show the total of the sub-items.

Also, personalizing your invoice template in QuickBooks is a breeze. For the detailed steps, please refer to this article: Use and customize form templates. 

Don't hesitate to post again here if you have further concerns processing invoices in QuickBooks. I'm just a post away to help. Take care always.

I tried this and it lumped everything under one category of "Reimb Group".  I have sub-category transactions from 3 different main categories.  I expected it to group the main categories.

Am I doing it wrong, or not understanding?

Yes, you're right, @skoz5555.

Once you mark the box beside the Print selected time and costs as one invoice item, the system will group your items (depending on what category) to the Reimbursable Expenses or Group. Thus, you can use the workaround provided to group all items into one.

I can see the importance of consolidating the items by category in QuickBooks Desktop. I'll be taking note of this request to our product developers. Rest assured they're working nonstop to enhance the product and deliver the best experiences for all QuickBooks users.

To stay current with our QuickBooks updates, you can visit this link: Product Updates.

On the other hand, here's how you can learn more about handling invoices and other transactions in QuickBooks: Get started with customer transaction workflows in QuickBooks Desktop.

If you have any other questions about the categories on your invoices or bills, please let me know by adding a comment below. I'm always here to help. Keep safe!

Does anyone know how to revert this consolidation as client wants to see detail copy now.

Is there anyway to undo this option once you have selected it?  Now my client wants the detailed invoice and me nor QB support can figure out how to get it to print correctly.  I can see it on my end but it still prints as consolidated entry.

Print selected time and costs as one invoice item 

Hi, @KC53.

Thanks for joining this conversation. Allow me to hop in and provide information about managing invoices in QuickBooks Desktop (QBDT).

If you place a checkmark on the Print selected time and costs as one invoice item box, just uncheck it. This will ungroup the items and display the details of the invoice when printing it.

To learn more about printing and managing invoices in QBDT, consider checking out these articles:

• Create an invoice in QuickBooks Desktop.
• Batch print forms in QuickBooks Desktop.

I also recommend visiting our website for more tips and other resources you can use in the future: Self-help articles.

Let me know if you have additional questions about this or anything else QuickBooks. I'll be here to help. Keep safe always.

I didn't see the box to "uncheck it".  I ended up just deleting the invoice and redoing.  Hope this does not mess with my profit/loss reports thinking it was billed 2x.

Thanks!

Let's perform some troubleshooting steps to fix the issue, KC53.

The Verify and Rebuild Data tool helps you identify and resolves data issues within your company file. You can use this tool to restore the missing Pay Onlne check box in QuickBooks Desktop. To do this, follow the steps below.

To verify data:

1. Choose Window then Close All.
2. Verify Data. Choose File then Utilities. Select Verify Data. If you see:
   • "QuickBooks detected no problems with your data," no further action is needed.
   • A specific error message, there may already be an article for it. Try searching for it on our QuickBooks Desktop support site for specific instructions.
   • "Your data has lost integrity," indicates there is data damage in the file.  Continue to the steps below to Rebuild Data to correct the problem.
      

To rebuild data:

• Choose File, Utilities then Rebuild Data.
• You will receive a warning message to backup your company file, press OK. A rebuild requires a company file backup beforehand because in rare cases the process may need to delete transactions or list entries to fix the file.  A backup of your company file will ensure you have a secured copy of your company file before any changes are made to it.
  1. Select where you want to save your backup, then select OK at the bottom of the QuickBooks Desktop Backup window.
     • If a message asks if you want to replace another backup file, select NO. Enter a new name in the File name field and click Save.
     • If the backup fails, select Cancel at the Rebuild prompt and contact Payroll Support for additional assistance.
  2. The Rebuild Data utility starts as soon as the backup is finished.
  3. Click OK when you get the message "Rebuild has completed".
      

Please check this article for more information: Fix data damage on your QuickBooks Desktop company file. However, if the checkbox is still not showing, you'll want to contact our support team so they can double-check your account.  

In addition, QuickBooks downloads your transactions in different ways. To know how transactions are being reviewed and matched, visit this article for the details: Add and match Bank Feed transactions in QuickBooks Desktop.

Let me know if you have any questions about bill pay. Remember, we're always here to help.

We are switching from Quickbooks Desktop to Quickbooks online. I am looking to duplicate the process explained in this discussion, Invoice Consolidated By Item Main Category, in Quickbooks Online.

In Quickbooks Desktop, I would click the check box for "Print all Selected Time and Costs as One Line," But I cannot find the same option in Quickbooks Online when creating an invoice. 

Thanks for joining us in this thread, EDuweESS.

I can see how the functionality to summarize totals for each main Item category in your invoice in QuickBooks Online (QBO) would be beneficial to your business.

As of now, the Print selected time and costs as one invoice item option is unavailable in QBO. I'd recommend sending feedback directly to our Product Development team. Doing so helps us improve your experience and the features of the program. 

Here's how:

1. Go to the Gear menu and then select Feedback.
2. Type in your feature request in the description box.
3. Once done, click on Next.
   

You can also track feature requests through the Customer Feedback website.

Additionally, I've added an article that'll help you learn everything you need and resources for getting started with the online version: New in QuickBooks Online.

Please keep us posted if you need additional help managing your invoices or other transactions. We're always here to help you out.