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roberta-tpclawye
Level 2

My customers have separate projects which I need to identify when invoicing. How can I add the project name to the invoice?

 
Solved
Best answer February 09, 2022

Best Answers
MichelleBh
Moderator

My customers have separate projects which I need to identify when invoicing. How can I add the project name to the invoice?

Let's make this happen in your sales forms, @roberta-tpclawye.

 

I have ways to include the case name and number in the invoices in QuickBooks Online. This way, you can easily track and review them on your customer projects page. 

 

I'd recommend creating a custom field to add the case name and number in the sales forms. Proceed as follows: 

 

  1. Go to the Gear icon on the top right corner. 
  2. Select the Add custom field tab. 
  3. Enter the field name in the box. 
  4. Check the All sales forms box and turn on the radio if you want to print this information. 
  5. Click Save
  6. Repeat the steps to create another fields. 

custom field in US.PNG

For more details, see this link: How to add custom fields to sales forms and purchase orders.

 

Once you create transactions, the custom fields you've created will appear in the form. Just enter the details manually, and this stream to the project page of your client.

 

After that, let's review this in your customer's project. Do the following:

 

  1. Go to the Project tab on the left side. 
  2. Click the appropriate project and select Transactions
  3. Hit the small gear icon and check the custom field you created. 

 

In addition, you have the option to utilize our class tracking feature. Use classes to track your transactions by departments, product lines, or any other meaningful segments in your business. So when it’s time to run reports, you have a clear picture of each segment’s financial health.  

 

Further, check out these articles below on how to create recurring transactions and calculate your profits and costs by a project in QuickBooks: 

 

 

I always check my notifications to respond to all replies. That said, don't hesitate to leave a comment if you have other questions. I'm happy to help again. Be safe, Roberta.

View solution in original post

9 Comments 9
Jessica_young
Moderator

My customers have separate projects which I need to identify when invoicing. How can I add the project name to the invoice?

It's so important to be able to differentiate the projects in your invoice for your customer. And I can help, @roberta-tpclawye.

 

To create a single invoice for multiple projects for the same customer, all you need to do is select the customer's name on the transaction page. Doing this will show all the billable expenses for that particular customer.

 

  1. Select + New.
  2. Then select Invoice.
  3. From the Customer ▼ dropdown, select the customer's name. 
  4. Review the Invoice date. If you need to, change the due date in the Terms ▼ dropdown.
  5. In the Add to Invoice section, select all the billable expenses by clicking Add. You can also click Add all to select them all at once.
  6. When you're ready, click Save and close.

That's it! Now you can include multiple projects on your one invoice. Here's a really great article for you to look at as well: Create invoices in QuickBooks Online.

 

I'm here for all your invoicing questions! Let me know if I can help with anything else by leaving a comment below.

roberta-tpclawye
Level 2

My customers have separate projects which I need to identify when invoicing. How can I add the project name to the invoice?

Thank you for your reply and it's so close to what I'm asking, just not quite. Let me explain further.

 

We work with an agency that pays for court appointed cases. Each case needs to be invoiced separately from any other cases and the case number and case name is required to show on the invoice.  This agency deals with 10s of thousands of cases per month and each case invoice is audited. It's crucial that the case number and case name be on the invoice. 

 

I've gotten around this problem by editing the downloaded invoice by adding text but it would be so much nicer if I could get the 'project' on the invoice too. Any hope of being able to do that?

MichelleBh
Moderator

My customers have separate projects which I need to identify when invoicing. How can I add the project name to the invoice?

Let's make this happen in your sales forms, @roberta-tpclawye.

 

I have ways to include the case name and number in the invoices in QuickBooks Online. This way, you can easily track and review them on your customer projects page. 

 

I'd recommend creating a custom field to add the case name and number in the sales forms. Proceed as follows: 

 

  1. Go to the Gear icon on the top right corner. 
  2. Select the Add custom field tab. 
  3. Enter the field name in the box. 
  4. Check the All sales forms box and turn on the radio if you want to print this information. 
  5. Click Save
  6. Repeat the steps to create another fields. 

custom field in US.PNG

For more details, see this link: How to add custom fields to sales forms and purchase orders.

 

Once you create transactions, the custom fields you've created will appear in the form. Just enter the details manually, and this stream to the project page of your client.

 

After that, let's review this in your customer's project. Do the following:

 

  1. Go to the Project tab on the left side. 
  2. Click the appropriate project and select Transactions
  3. Hit the small gear icon and check the custom field you created. 

 

In addition, you have the option to utilize our class tracking feature. Use classes to track your transactions by departments, product lines, or any other meaningful segments in your business. So when it’s time to run reports, you have a clear picture of each segment’s financial health.  

 

Further, check out these articles below on how to create recurring transactions and calculate your profits and costs by a project in QuickBooks: 

 

 

I always check my notifications to respond to all replies. That said, don't hesitate to leave a comment if you have other questions. I'm happy to help again. Be safe, Roberta.

roberta-tpclawye
Level 2

My customers have separate projects which I need to identify when invoicing. How can I add the project name to the invoice?

Beautifully done and it works exactly how I need it to!! Thank you so much!!!!

Roberta
Level 1

My customers have separate projects which I need to identify when invoicing. How can I add the project name to the invoice?

I don't think this response is for me.  Some other Roberta - obviously in the US (I'm in Canada).  I don't want that other Roberta to be wondering why she never heard from you!

MonicaM3
Moderator

My customers have separate projects which I need to identify when invoicing. How can I add the project name to the invoice?

That's awesome @roberta-tpclawye!

 

Thank you for circling back to let us know that MicheleBH's answer worked for you. I appreciate you taking the time to do so.

 

Please don't hesitate to reach out anytime you have a question or need assistance. 

 

Our Community doors are always open!

 

jwc24
Level 2

My customers have separate projects which I need to identify when invoicing. How can I add the project name to the invoice?

I simply refuse to believe that Intuit can't simply add the project name or sub-customer AUTOMATICALLY to the invoice.  Last time I checked this is the 21st century and automating basic text (i.e. the project name) on a invoice is not rocket science.  For the love of God, why has this not been implemented yet? 

 

So you're telling me I have to manually type in the project EVERY TIME I SEND A NEW INVOICE?  Intuit engineers, you have got to be kidding me!

Maybelle_S
QuickBooks Team

My customers have separate projects which I need to identify when invoicing. How can I add the project name to the invoice?

Hello there, @jwc24.

 

I realize you're devoting a lot of time and effort to finding a solution to your problem. This isn’t the kind of impression we want you to have. I can help address your concern about managing your invoices.

 

We recognize that adding the project name or sub-customer saves time and benefits you and your business. However, this option is currently unavailable in QuickBooks Online (QBO). I recommend sending your feedback to our Product Development Team. So they can review and determine what features to add for future product enhancements.

 

Here's how:

 

  1. Go to the Gear icon and choose Feedback.
  2. Enter your feedback Suggestion.
  3. Press Next.

 

We always take your feedback into consideration when updating the product.

 

The more requests this gets, the more likely it'll be part of future enhancements. We always value customers who are keen to give us their feedback. I'll follow up with our management group so they can devise the best plan of action to enhance QuickBooks.

 

You can check this article on how to customize sales forms as a future reference: Customize invoices, estimates, and sales receipts in QuickBooks Online.

 

I appreciate your patience as we work through this. Please let me know if there's anything else I can do for you regarding your invoices. I'll be around to help you out.

jwc24
Level 2

My customers have separate projects which I need to identify when invoicing. How can I add the project name to the invoice?

I'm not a QBO user (not for a lack of trying) so I cannot submit the suggestion without being a current user.  I have zero confidence that the development team will ever implement this simple and quite reasonable request.  But, I do appreciate the reply to my post.

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