Can QBO treat each invoice item separately, including "service date" field (mainly for data analysis)?

jam99 · ‎February 22, 2022

I use QBD right now and have four item custom fields. One of those is so I can treat each invoice line item as a separate service (these are different services performed at different times, all for the same customer. I add services to a pending invoice as they occur and close it at the end of the month).

Because QBD doesn't allow for the "Service Date" field to be evaluated and reported on at the line item level (only the "Invoice Date"), I enter the date of service (same as in the "Service Date" field) in a custom field on the line item. That custom field is able to be used in the reporting and exported so I can use it to do things like determining my busiest days of the week (for example).

My other three custom fields are required (specific information required for each service that differs across each item).

My question is, will I still need to have this duplicative date custom field if I switch to QBO?

The reason for the question is that QBO Plus allows for up to three custom fields. To add a fourth, you have to upgrade to Advanced. That would literally be paying $100 a month for one additional custom field. I don’t want to do that.

Thanks very much!

JessT · ‎February 22, 2022

I appreciate your clarification, jam99.

I'll continue to help you with the service date. I see how important it is for you to be able to reflect this data on reports. Probably, for creating schedules.

It's a little different in QuickBooks Online because you cannot add a column to the table of a transaction. Therefore, it's expected that you won't see the columns you added to your invoices in QBDT when you export your file to QBO. But the good news is, the existing service date column can be picked up on reports, specifically the Sales by Product/Service Detail. I'll show you a sample for your visual reference.

Here's an invoice with two items with different service dates:

Below is the report, showing the service dates. You can run it by going to Reports, searching for Sales by Product/Service Detail, and choosing it from the result. Then, you can click the small Gear icon just above the report and select the Service date to add it to the report.

You can explore the features using the test drives for QuickBooks Online Plus and Advanced before converting your data. If you prefer clips, you can also check out the video tutorials.

Please don't hesitate to reach back out if you have questions along the way. Take care and have a good one!

View solution in original post

ZackE · ‎February 22, 2022

Thanks for reaching out to the Community, jam99.

With an Advanced subscription, you can use up to 12 active custom fields for each type of sales form.

Here's how to add a service date column:

Use your Gear (⚙️) icon.
Go to Custom fields.
Click Add field.
Use its Name field to title it.
Tick the All Sales forms checkbox and choose whether you want the field to show when printed.
Select Save.

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Now, when you create invoices, you'll have a custom field that's titled what you named it in step 4. You can enter a specific date into its available field.

I've also included a detailed resource about working with custom fields which may come in handy moving forward: Create & edit custom fields

If there's any additional questions, I'm just a post away. Have an awesome day!

jam99 · ‎February 22, 2022

Thanks, but this answer does nothing to help me with my question.

My question is about the reporting and data capabilities on invoice line item data (in particular, the Service Date) in QBO vs. QBD. That answer will inform my need to (not) go with Advanced or if I can use Plus instead.

If you would, please read my question in its entirety and then if you are able to help, that would be great.

Thank you.

JessT · ‎February 22, 2022

I appreciate your clarification, jam99.

I'll continue to help you with the service date. I see how important it is for you to be able to reflect this data on reports. Probably, for creating schedules.

It's a little different in QuickBooks Online because you cannot add a column to the table of a transaction. Therefore, it's expected that you won't see the columns you added to your invoices in QBDT when you export your file to QBO. But the good news is, the existing service date column can be picked up on reports, specifically the Sales by Product/Service Detail. I'll show you a sample for your visual reference.

Here's an invoice with two items with different service dates:

Below is the report, showing the service dates. You can run it by going to Reports, searching for Sales by Product/Service Detail, and choosing it from the result. Then, you can click the small Gear icon just above the report and select the Service date to add it to the report.

You can explore the features using the test drives for QuickBooks Online Plus and Advanced before converting your data. If you prefer clips, you can also check out the video tutorials.

Please don't hesitate to reach back out if you have questions along the way. Take care and have a good one!

jam99 · ‎February 23, 2022

That's great. The sandbox feature is also great.

Now, since that is figured out, I need to have those custom fields I mentioned show up on each invoice as a column so I can enter information unique to each line item (id number, for example - see image).

Is that possible? I can't find a way to do It in the sandbox. Thank you.

Charies_M · ‎February 23, 2022

Good day, jam99.

I'd like to make sure you are routed to the right support that can help achieve your goal while using the sandbox feature.

We have a separate online forum called Intuit Developer Community where you can post this type of question. I suggest reaching out to them as they can provide insights on how to add custom fields on invoice columns in the sandbox.

You can also visit this link to learn more about sandbox testing tools: Sandbox and testing tools.

For your concern about creating custom fields on invoices, you can follow ZackE's steps above.

Please know that you're always welcome to comment anytime if you have other concerns with managing bills. Have a great day!

jam99 · ‎February 24, 2022

I don't have a question about or an issue with the sandbox. Really, you guys need to slow down and read the questions.

Please reread my question about including the custom fields as columns on an invoice and look at the attachment for more information. Then, if you are able to help me with my question, that'd be great.

Cheers

ZackE · ‎February 24, 2022

Thanks for getting back with the Community, jam99.

You can use the steps detailed in my previous response to create custom fields as columns on invoices where data can be entered.

You'll also be able to find many detailed resources about using QuickBooks in our help article archives.

I'll be here to help if there's any additional questions. Have a wonderful day!

jam99 · ‎February 24, 2022

Thanks - looks like Advanced is the only solution and unfortunately is cost prohibitive.

AAgrawal121 · ‎January 02, 2024

There is a hack. You can have multiple values in one custom field. such as Service Date_Line Item Name as column header. and have values such as 12-Dec-2023_Service A
And when you want to analyse the exported data in excel. you can split one column to many columns with "_" as a separator.
Hope this helps.

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Can QBO treat each invoice item separately, including "service date" field (mainly for data analysis)?