We chose to enter crucial information in your "Message on invoice" field only to find out that it doesn't print on invoices that have been paid. How can we correct this?

I'll help you with your concern, @craig-h.

Yes, you're correct. The invoice message will only reflect on a printed invoice if it isn't paid yet. However, once it is marked as paid, any data on that field will no longer reflect in the printed invoice.

Although you can use the Message on the statement field so that your customers can view the information in their statement. Here's how:

1. Open your paid invoice. You can also use the Advanced search feature to find your paid invoices.
2. Once opened, go to Message on statement box and enter the information that you need to send your customer.
3. Click Save, then once a pop-up message shows up, select OK.

You can now print your statement so that you can send it to your customer. Just go to the + New icon and select Statement.

Then, check the box for the customer you need to send the statement to and click Print or Preview.

You can also run the Invoices and Received Payments report to check paid invoices by your customers. Simply go to Reports menu and search for Invoices and Received Payments.

You can always post here if you have more questions. Wishing you and your business continued success in all that you do. 

Thanks for your excellent response. I first thought you were full of it when I looked at the app and couldn't find the "Message on statement" field. It is called the "Memo" field in the app. Why in the world would the fields have different labels depending on which interface you are in? That is a rant for another day.

The online version matches your detailed response. 

Our problem is that we also need the other data which can only be found on the Invoice. It is still available in the reports like you mentioned, and that is actually the reason we put it in that field. The reports pull that info out by sub-customer with no extra work. Is there a report that returns products ordered that can be sorted by customer? 

It would be much more convenient to have the invoice print out the information that we entered on the invoice instead of blanking out random bits. We should have the option to choose to print out the information that we entered. Is this behavior in the documentation? I could find no mention anywhere. A little question mark with pop-up text would have given us the option of discovering this new "feature" before all our data entry had been completed.

Thank you so much for you help!

Hello craig-h,

I would agree that everything you mentioned above are already product limitations of QuickBooks Online. Also, these can be subject for enhancements. The workarounds provided by ReymondO are our current way of achieving the data you need.

We appreciate you for sharing our thoughts about the program and how we can improve it. We'll keep working on this to ensure that we ca n keep up of your business needs.

Please don't hesitate to share more of these ideas to help the product improve.