Invoice quantity field

Hello, cthomas38. 

Thank you for reaching out to the Community. You'll need to create items for the homeowner. From there, fill in the item details information. I'll show you how to do it:  

1. Go to Lists,  then select Item List.
2. On the Item List window, select Item then New.
3. Choose the type of item you want to create.
4. Fill out the item fields.
5. Use Custom Fields to add your own customized fields.
6. Tap Save. 

Once you create an invoice, the information will automatically fill in in the description to the homeowner. Then enter the quantity manually.   

For more details information, please refer to these articles:  

• Add, edit, and delete items 
• Record transactions for a property management company 

Fill me in if you have additional questions in QuickBooks. I'm always here to help. Take care always.

The Rate isn't the issue.  What I was looking for was a way for the Quantity field to fill in automatically with the owner's acreage.  Presently, we charge $4.00 per acre and I use your technique to have that fill in when I select invoice creation.  Thank you for looking at the issue for me. 

I added the acreage to the owners' addresses so I can visually see it without switching out to a separate pdf listing and back again.

Here is a screen grab to make my awkward answer clearer.

If the invoices never change you should memorize them. You can set when they post and how often or just a reminder but the whole repeating invoices can post automatically, well actually only when you log back in to your company once they are due to post. It won't happen when you do not have your company open and won't happen while your company is open.

Even if they were to change slightly the basic invoice with item quantity and rate will already be prepopulated. Memorize one invoice per member of HOA and name them to match

In relation to this issue, is there a way to have Quickbooks (desktop) automatically fill the quantity in as "1", then we can change it if needed?  We have seen issues where employees fail to add any quantity at all since they are used to our previous software automatically filling in a "1".  No quantity causes issues down the road if it is not filled in on the sales order.

Thank you!

Thanks for joining the thread, @Tam41.

Currently, the option to change the invoice quantity to a certain number automatically is not possible. 

As a workaround, you can use the Memorize feature in QuickBooks Desktop. This way, it will save the transaction as a template for future use.

Here's how to create a memorized transactions:

1. Create a new invoice or open the invoice you've created.
2. Select Memorize on top of the transaction.
3. Enter a Name. Then, select how you want QuickBooks to handle it.
   • Add to my Reminders List: The transaction will be added to the Memorized Transactions section of your reminders list. When you choose this option, fill in the How Often field.
   • Do Not Remind Me: The transaction won’t be added to your reminders list or added automatically. You can use this as a template for transactions that repeat from time to time.
   • Automate Transaction Entry: The transaction will be entered when it's due. When you choose this option, remember to fill in the How Often and Next Date fields.
4. Enter any other info, then tick OK.
5. Hit Save & Close or Save & Next.

When you want to create a new transaction, open the memorize template following these steps:

1. Click List on the top menu and choose Memorized Transaction List.
2. Double click the memorized invoice.
3. Choose another customer name in the Customer:Job field.
4. Hit Save & Close or Save & New.

You can also utilize the auto-recall transaction feature in QuickBooks in order for your transactions to be recalled. Follow these steps below:

1. Click Edit and go to Preferences.
2. Click General and remove the check-mark under Automatically Recall Information.
3. Hit OK.
4. Repeat step number one.
5. Click General and put a check under Automatically Recall Information.
6. Hit OK.

To learn more about memorized transactions, please refer to this article: Create, edit, or delete memorized transactions.

I also encourage checking our Help articles page to learn some tips and tricks in managing your QBDT account. From there, you can read great articles that can guide you through the steps by steps process.

I'll be right here to help if you need further assistance with your transaction. Have a great day!