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Level 2

Shipping on Invoices

Is there a way to add a shipping field to invoices sent to customers in QuickBooks desktop. I am trying to keep anything not related to customer product sales off of the invoice. Right now, I have prepaid freight set up as a service item that I select when we have prepaid freight we charge a customer on an invoice. I would rather not have that as a line item on the invoice because it shows up in our sales reports when I don't want it to since it does not relate to product sales.

3 Comments 3
QuickBooks Team

Shipping on Invoices

Hi there, @vytronaccounting. I can see that it's not pleasant for you to add a non-sales product to your sales. Let me share some information about adding the prepaid freight payment to the invoices.


In accounting, what the customer pays you for the shipping is your income. On the other side of the process, what you pay for actual shipping to the customer is an expense.


With this, you can create a service item called "pre-paid shipping" and select an income account for it. To avoid posting it to the general Income account, you can create a new account and name it as "Pre-paid shipping" or whichever you prefer.


This is how the Invoice looks like if you are going to add the prepaid freight:


qbdt invoice.PNG


I would also suggest contacting your accountant to give you more options with Pre-paid Shipping. 


I have here an article you can check in the future about managing your business' records:  Understand reports.


Please don't hesitate if you have other questions or concerns. Take care and more power to your business!

Level 2

Shipping on Invoices

Thanks for the reply. I am afraid I am the accountant. We want to keep prepaid shipping separate from product sales, but all the sales reports in QB include every type of income which is included on invoices. I am trying to see if there is a way to separate shipping and put it in the bottom right corner of an invoice (like I have seen on some vendors) to separate shipping costs altogether from product sales to keep my different types of income separate. Is there a way to do this, or do I have to have a service item?


Shipping on Invoices

I appreciate your immediate response, @vytronaccounting. I'm here to share further details about this so you can keep track of prepaid shipping in QuickBooks Desktop (QBDT) accordingly.


For the time being, you're unable to put the shipping at the bottom right corner (custom field) of an invoice. You'll have to have a service item to keep track of prepaid shipping separate from product sales.


Then, pull up a sales report (i.e., Sales by Customer Detail) to monitor your customers, items, and pending transactions. 


Let me know in the comments if you have other concerns about separating prepaid shipping from product sales in QBDT. I'm always around to help. Take care, and I wish you continued success, @vytronaccounting.

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