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Sammyjoe1309
Level 2

Print Project Name on Sales Invoice

I have set up a project under a customer and now I want to email that customer for work done on the project. So I created the invoice but the actual project name is not showing up on the invoice. The customer might have 10 different projects so the profit and loss is allocated to each project.

 

How do I show the project name on the sales invoice?

7 Comments
JenoP
QuickBooks Team

Print Project Name on Sales Invoice

I'll help you indicate the name of the project when printing invoices,  Sammyjoe1309.

 

You can customize your invoice template and add a field where you can indicate the name of the project. Let me show you how:

 

  1. Go to the Gear icon and select Custom form styles.
  2. Click New style in the upper-right hand corner and select Invoice.
  3. Proceed to the Content tab and click the header section of the invoice in the right part of the page.
  4. Scroll-down a little bit and click Custom field. 
  5. Check the box of a blank field and type in "Project Name" or something similar that describes the name of the project. 
  6. Click Done.

Once done, the custom field that you created will show up in the upper-part of the invoice. Just enter the name of the project in this field, so it will automatically show up when printing the transaction.

 

Let me share a couple of quick guides about this feature for additional details:

 

I'll be around if you need anything else. 

Sammyjoe1309
Level 2

Print Project Name on Sales Invoice

Hi and many thanks for responding to my query! Yes I have inserted the extra box in to the invoice but this means  that I would have to manually put in the project name each time I create an invoice. 

 

The invoice is created under that project name yet it is not showing up on the invoice so the customer would not know what project that invoice is relating to.

 

I don't understand what the point of setting up projects if it can't actually show the project name.  Otherwise I will have to set up a customer and a sub customer for each job rather than setting them up as a project?

ChristieAnn
QuickBooks Team

Print Project Name on Sales Invoice

Hi there, Sammyjoe1309.

 

I appreciate you for following the steps to show the project's name. For now, adding a custom field is the easiest way for the project name to appear when you email the invoice.

 

Yes, you can also set up projects as sub-customers. This way, the project name will show in the email of the customer's invoice. This will fall as another workaround.

 

Please refer to this article to see different information on how Project runs in QBO and the uses of this feature: Projects FAQ.

 

Please know that you're always welcome to post if you have any other concerns. Wishing you and your business continued success.

Sammyjoe1309
Level 2

Print Project Name on Sales Invoice

Hi, thanks for your help.  It looks like the only around this is to set up a sub customer in order for the customer to see the job name on their invoice.  I really do not understand why this is not already programmed into Quickbooks Online for the Project feature.  It is a basic task and even the most basic accounting systems have this feature! Cheers anyway for your help.

 

 

stratis
Level 1

Print Project Name on Sales Invoice

This seems to have been a major unsolved issue for a few years now.  We are having to wait until this issue is resolved before we convert several customers to QBO as most of them require that multiple projects be invoiced and referenced on one invoice to the parent customer.  Work arounds are too time consuming and setting up subcustomers and projects for the same project are too confusing for my end users, let alone the time it requires to setup.  Hopefully someone at intuit gets on this because a lot of my customers are looking at other options.

McBrideBookkeeping
Level 2

Print Project Name on Sales Invoice

This is not a practical or helpful workaround as the poster notes.
Your "solution" is to take the project name, which already exists in QBO and then add it manually to a custom field and then remember to do that every time you need to send a document relating to that project.

 

You do realize that we could have simply added the project name to the Billing Address area which is much quicker solution than going to the bother of adding a custom field & just as unhelpful.

We would appreciate a real solution that doesn't involve constant manual intervention.

What's next, calculate our own sales taxes and pop those in on every invoice too? :)

 


McBrideBookkeeping
Level 2

Print Project Name on Sales Invoice

As a Follow up to this the only working solution we've found for clients is this

 

Add Sub-Customers to the Main Customer, make the projects then related to that Sub-Customer, This gives you the standard flexibility to have unique email addresses names and other info on a Project level basis.

 

It's kind of Ironic that Projects, being a replacement for Sub-Customers actually need sub-customers to work, but at least this solution works ! :)