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Create, add, and edit custom fields in QuickBooks Online Advanced

Learn how to create and use enhanced custom fields in QuickBooks Online Advanced.

Custom fields let you track the information that matters most to you and your customers.

In QuickBooks Online Advanced, you can create custom fields for almost anything: sales reps, birthdays, or information unique to your industry. You can add them to sales forms, purchase orders, expense forms, customer profiles, and vendor profiles. This gives you better data and more detailed financial reports.

Note: Want to use this feature? You can upgrade to QuickBooks Online Advanced. If you don't have QuickBooks Online Advanced, here's how to add custom fields for other QuickBooks versions. Enhanced custom fields aren't available for the QuickBooks Mobile App, yet. However, you can continue to use the old experience on mobile.

Step 1: Create custom fields

You can have 48 active custom fields: 12 for sales forms (invoices, estimates, sales receipts, credit memos, refund receipts), 12 for purchase orders and expense forms, 12 for customer profiles, and 12 for vendor profiles.

Besides text, you can also create custom dropdown, date, and number fields.

  1. Go to Settings ⚙. Then select Custom fields.
  2. Select the Create custom field. If you’ve already created a field, you’ll see the Add field option instead.
  3. Select Customer info, Transaction info, or Vendor info. Customer info fields are for customer profiles. Transaction info fields are for sales forms, purchase orders, and expenses. Vendor info fields are for vendors.
  4. Give your custom field a name. This shows the basic custom field creation screen and the drop down options you can choose from: text, drop-down list, date, or number.
  5. Select Text, Number, Date, or Drop-down list from the Type dropdown.
  6. Choose where you want the custom field to appear.
    1. To show on sales forms and purchase orders only you see, select Show on sales forms. You can also select Show to customer if you want customers to see the field. Note: You can show up to three fields to customers at a time.
    2. To show on purchase orders, select Use on PO. You can also select Show to vendor if you want vendors to see the field. Note: You can show up to three fields to vendors at a time.
    3. To show on expense forms, select Use on other expense forms.
  7. When you’re finished, select Save.

Here are a few ideas for custom fields you can create.

Step 2: Edit your custom fields

You can edit your custom fields on the Custom fields page.

To change a custom field’s name, type, or visibility to customers and vendors, select Edit in the Actions column. Any edits you make here apply to all sales forms, purchase orders, and customer profiles using the field.

You can create as many custom fields as you want and have 48 active fields at a time. To make a field active or inactive:

  1. Select the arrow in the Actions column (next to Edit).
  2. Select Make active (or Make inactive).
Don’t worry about losing old custom field data

If you make a custom field inactive, your past data won’t disappear. You’ll still see the field on sales forms and purchase orders you used it on, but it won’t appear on new forms.

Step 3: Edit custom fields

You can also edit your custom fields from sales forms, purchase orders, expens forms, customer profiles, and vendor profiles.

From sales forms (invoices, sales receipts, expenses) and purchase orders:

  1. Open an existing sales form or create a new one.
  2. Select the Gear icon at the top of the form (not on the navigation bar).
  3. In the Custom Fields section, select + Add custom field to add a new field.
  4. Select the Edit ✎ next to a field name. This opens the Custom fields page so you can make edits.This image shows the pop out screen that appears when you select the pencil Icon directly on a form or on a customer profile. Edits here will apply top all forms and profiles using the field.
    Important: Keep in mind, any changes you make on forms affect all forms and customer profiles using the custom field, not just this form.
  5. Close the window.

 

From customer and vendor profiles:

  1. Go to the Sales menu or Vendors tab.
  2. Select the Customers tab.
  3. Find and open a customer or vendor profile.
  4. Select Edit.
  5. Go to the Custom fields tab.
  6. Select + Add custom field to add a new field.
  7. Select Save to save your changes.

This shows the custom fields menu on a customer's information screen.

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