Project Estimates - hiding line items from client

fmkport · ‎April 22, 2025

Is it possible on a Project Estimate to hide individual line items from a client and just show subtotals? For internal Estimate versus Actual reporting, we need the individual line items but the client does not need the detail, just the subtotal. For example, on a recent estimate we have a line item called Payroll and a line item called Hotel which subtotal to a line item called Labor. The client only needs to see the line item called Labor.

I understand that certain columns can be hidden from the client but can line items also be hidden?

We use QBO Advanced.

LouiseG · ‎April 22, 2025

You can customize your template to show only the subtotal, fmkport. Let me elaborate on this matter further.

In QuickBooks Online (QBO), it is important to note that it is not possible to completely hide specific line items. However, there is flexibility to customize the visibility of certain elements, such as the Product/Service or other content within the table. You can also enter Labor in the description field.

To achieve this , there are two primary methods you can choose from:

Utilize the Modern View Template: This template offers a contemporary layout where you can adjust the visibility of various components but does not allow for the complete removal of the amount displayed.
Create a Custom Template: Designing a customized template provides a more tailored approach, allowing you to modify the elements that are visible according to your specific needs. Similar to the modern view template, the total amount will remain visible.

Please be aware that regardless of the method chosen, the amount of each line item will continue to be displayed.

For the Modern View Template:

Navigate to the Projects menu and select the desired project.
Click on the Transactions tab and pick the project estimate you want to modify.
Select the specific transaction.
Move your cursor to Manage and then to the Customization section.
Within the table content, use the toggle switches to select the labels you wish to display on the template. You can disable the Product/Service to hide the item.

For the Custom Template:

Hover over to the Gear icon, then Custom Form Styles.
Choose New Style, followed by Estimates.
Go to the Content tab and access the body sections.
Deselect or select the switch corresponding to any elements you do not want to appear in the estimate.
Click Done to save your changes.

When creating a project estimate, make sure to choose the custom template you've made.

The attached screenshots below are the output after customizing the template.

For more information, feel free to scan this material: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Furthermore, let me share these articles for additional reference when using the Projects feature in QBO:

If you need further assistance with managing your project estimates or any other related financial transactions, please do not hesitate to return to this page. I am available and eager to offer you the support and guidance necessary to ensure your tasks are handled with efficiency. Have a good day!

Topics

Training

Community

Resources

Project Estimates - hiding line items from client

Project Estimates - hiding line items from client

Need to get in touch?