Question

Subtotaling for Invoices

Forum|Forum|7 years ago
February 26, 2019
11 replies
50 views

I would like to use the custom invoice import to be able to add subtotaling by category at the bottom of the invoice. A best practice in our industry has the invoice layout like this:

Header Information

Line Item 1 Description: Exhaust is leaking; removed, replaced, installed new....

Cost Item (Labor)

Cost Item (Part)

Cost Item (Consumable)

Line Item 1 Subtotal:

Line Item 2 Description: Door hinge greased...

Cost Item (Labor)

Cost Item (Consumable)

Line Item Subtotal:

Subtotal Labor:

Subtotal Parts:

Subtotal Consumables:

Total:

I was trying to set up my product/service items with categories hoping that I could then subtotal them by category? But I don't see any information in the available fields that can be indexed in the custom invoice template setup. Is there any way to do this or something similar?

QuickBooks Online

J

JamesDuanT

QuickBooks Team

I appreciate the detailed information about your invoice layout, LLCurtis.

Even though we can import our own invoice layout, we still need to map the customized fields to QuickBooks. There's a possibility that the fields you add on the invoice template won't work in QuickBooks.

Temporarily, you can customize the forms within QuickBooks to suit your business needs. You can check out this article for more information: How to Customize Invoices, Estimates, and Sales Receipts.

I'd also recommend sending feedback to our Product Development Team to add more fields when mapping invoice templates. They'll put your suggestion into consideration for future product updates. Here's how you can send your suggestions:

Click the Help menu in the upper-right corner.
Select Feedback and follow the steps to submit it.

We always encourage you to share your ideas with us so we know where to focus the product enhancements.

You can always reach out to us if you need anything else.

G

GVNina

I use a % surcharge that needs to apply to all items on the invoice. Now I have to enter it after each item. How do I subtotal the invoice so that I can apply the surcharge to that?

BettyJaneB

Level 9

Hi @GVNina.

Adding subtotals for each item on your invoice can be done by clicking the Add Subtotal button, and I can walk you through on where to locate that.

To add a subtotal per item on your invoice, please follow these steps below:

Click the Plus (+) icon.
Select on Invoice.
Enter all the necessary details on the estimate.
Click the Add Subtotal button. (do this per item if necessary)
Select Save and close.

There you go!

Additionally, if you have any concerns that deals with "How do I" in QuickBooks Online, you may see these resources below for some references:

Please let me know how this works for you. I got your back and I'm always happy to help. Have a great day!

F

FTech

This is easily doable in the QuickBooks desktop editions using a 3rd party add-on like FormCalc SST for QuickBooks or CCRQInvoice. However, as yet I don't know of any add-on for QuickBooks Online which can accomplish the invoice layout you want.

JessT

Moderator

Hi FTech,

We can achieve the style shown by LL Curtis if we create bundle items. We'll manually calculate the subtotals and write them in the Message on invoice box. However, for imported templates, we're unable to use bundles.

We can look for third-party applications that have this feature. Just click on the Apps menu in the left navigation bar and look for something like invoice template.

As stated by my colleague JamesDuanT, we can send a feature request for this through the Feedback option in QuickBooks.

Feel free to post again if you have other questions.

Have a good day!

F

FTech

@JessT, is it possible to have three different categories (Labor, Parts, Consumables) subtotaled on a QuickBooks Online invoice? That is the most important part of what the OP is wanting (if I understand the auto repair business) and I don't think that can be accomplished with bundles.

I'm just a sometimes/casual QuickBooks Online user, so please tell me if I'm wrong--in fact, I'd be glad to be wrong on this one.

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