Is it possible to display only a subtotal on an invoice and not show the individual items - in QuickBooks Enterprise? Can't use groups because too many components

Great to have you here, cynthiamustin.

The option to display only the Subtotal on an invoice is unavailable in QuickBooks Desktop. The amounts posted in the Subtotal are coming from the individual products and services items.

In QuickBooks Desktop, we can set up a Subtotal item on your invoice to let your customers see whatever breakdowns you need. This item type will add up everything that comes before it. 

Here's how:

1. Go to Lists on the top menu.
2. Choose Item Lists.
3. Tick the Item drop-down at the bottom and select New.
4. Tap the Type drop-down and choose Subtotal. 
5. Name the item as Subtotal.
6. Click OK.

Then, open up an invoice and start adding line items. When you get to the point where you want to add a subtotal, just select the Subtotal item you just created.

For more details about adding items, check out this article: Add, edit, and delete items. 

I've got a link here that provides you with articles about managing your invoices: Add, manage, and send invoices.

Feel free to go back to this post if you need a hand with creating memorized transactions or any QuickBooks related. I'll be here to answer them. Have a great day ahead. 

The only way is to use groups.

You actually can use groups no matter how many detail rows you have.

Though you can only set them up with 20 items of detail, once used on an invoice you can insert as many rows as is needed within the group, and they won't print if the group is set up that way.

To enter data from scratch that won't print, set up a completely empty group, pick it on a new invoice, then insert as many rows as you want (use the Ctrl-Insert key combination), then complete your data entry for whatever you're selling.

I’m trying to do something similar! I want to have a subtotal for services and a subtotal for materials on the same estimate. How do I do it!? Help please

I recognize how important it is to add a subtotal for services and materials on the same estimate, Joshua Mace. Let's work together to set them up in QuickBooks.

To start, let's create subtotal items in the program. Here's how: 

1. From the Lists menu, select Item List.
2. Click the Item drop-down menu, then select New.
3. Under the Type drop-down menu, select Subtotal. 
4. On the Item Name/Number field, you can type in Subtotal for services.
5. Enter the item's information.
6. Click OK.
   
7. Repeat the process to enter the Subtotal for materials.

After that, you can now add the new items when creating an estimate. I'll show you how:

1. From the Customers menu, select Create Estimates. 
2. Fill in the necessary information on the form.
3. In the detail area, select the item(s) you'll include.
4. To apply the Subtotals, click the drop-down menu under the Item column and then select them. 
   
5. Once done, select Save & Close.

Additionally, I've included an article that'll help you easily keep track of your sales transactions in QuickBooks Desktop: Customize Customer, Job, and Sales Reports.

Please keep me posted if you have any other questions about adding a subtotal line item in your estimate, Joshua Mace. I'll be happy to help you out. 

My projects are all unique, and I want to display the details on the estimate, but not the invoice. I haven't found a way to do that with groups.  On Quickbooks Pro Desktop, I create another invoice and send a pdf of it to the client. Then I make it non posting.  When they pay, I apply payment to the invoice with all the details ( that I never sent).

Create the invoice with ALL the information that you want to keep track of, even the things you don't want to display on final invoice.  Make sure each category has a subtotal line. Save invoice.

Using LISTS / Item List / Item / New,  create a placeholder item where you will enter the text, ie "Equipment Rental".  It doesn't matter how you describe it, but the Item name/number, if it displays on the invoice, should be coded. I use "te" for total equipment.  Do NOT use SUBTOTAL as type when creating this item, even though it will be a placeholder for your subtotal.

Duplicate the original invoice.

Jump to the subtotals in the document and add a line above with the new item and simply copy the calculated subtotal amount to the item cost. Delete every line item that was used to create the subtotal.

Print to pdf and save the invoice. Email invoice - but not from within Quickbooks!  Make this duplicate invoice non posting.

What you give up is the ability for the client to pay through the QB Payments services, but I don't use this procedure with many clients. Hope this helps someone.