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btfsearch
Level 1

How do I print an invoice with my custom "internal" fields without them being visible to the customer?

I have added several custom fields on my invoice and know how to select "internal" and/or "public" to make them visible on the printed or downloaded invoice.  However, those custom fields are relevant internally and need to be printed on the invoice, but not visible to the customer.  

Currently, my work-around is to check the "public" boxes in settings, go to the invoice, download & print it since the custom fields are visible, then return to settings and unselect the public boxes prior to sending the customer the invoice.  This, however, affects all open invoices and invoices that have already been sent to customers also show these hidden fields when I check the "public" box - meaning if a customer is viewing their invoice while the box is checked, they would have visibility of these custom fields. 

 

Is there any option to simply print hidden fields? Or print an internal version of the invoice?

3 Comments
Jovychris_A
QuickBooks Team

How do I print an invoice with my custom "internal" fields without them being visible to the customer?

I see that you're well-versed in QuickBooks Online (QBO) navigation, @btfsearch.

 

Let me share some information about hiding and showing the invoice custom fields.

 

Currently, we're unable to print the custom fields using only the Internal version or printing hidden fields on an invoice. I know that this will help you save time by making this functionality available in QBO.

 

For now, you can use your workaround, by checking the custom field to Internal and Public box when printing. Then make sure to uncheck the Public box when sending customer invoices.

 

I've added a reference about adding an invoice in QuickBooks, that includes links about sending customer reminders and customizing sales forms: Create invoices in QuickBooks Online.

 

Additionally, you can utilize this link for more details about seeing all payments and compare income or expenses by customer or supplier: Common custom reports in QuickBooks Online.

 

We always want to boost your QuickBooks experience. Keep me posted if you need further assistance about printing and viewing data on invoices. I'm here to help you all the way. Take care!

btfsearch
Level 1

How do I print an invoice with my custom "internal" fields without them being visible to the customer?

Thank you for the info!

 

So if I do as I have been where I check both boxes in order to print the hidden fields, and uncheck public prior to emailing the customer, will that customer (A) have visibility of the hidden fields if I happen to check both boxes when doing another invoice for another customer (B), if Customer A happens to open their invoice while I am mid-process?  Aka will my editing my master forms affect what customers see if they access an invoice that was sent prior to my editing?

 

 

AileneA
QuickBooks Team

How do I print an invoice with my custom "internal" fields without them being visible to the customer?

Yes, that is correct, btfsearch. The Customer (A) will still have the visibility of the hidden fields if you check both boxes and the unchecked public before emailing another customer invoice. 

 

Also, once you modify the master form before sending the invoice it won't make any changes in their invoice. It will take effect once you send them another invoice. 

 

Additionally, to help you with your customisation, you can refer to these articles:  

 

 

I'm just around if there's anything that I can help. Keep safe!