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:

• Customise invoices, estimates, and sales receipts in QuickBooks Online
• Import custom form styles for invoices or estimates

I'll be around if you need anything else. 

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?

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.

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.

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.

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? :)

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 the customer which transfers down to the Project level.

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 ! :)

See this image for a visual explanation & Vote up if it works for you

Richard McBride

Bookkeeping & Quickbooks Online Help & Solutions 

I give Quickbooks a thumbs down on this solution.

Agree fully. What's the point of creating a project framework if you can't include the basic project information on invoices? The 'Custom Fields' solution isn't working for me given that the count is limited to 3 ... and I've already been forced to use these for other fields that should've been included as basic project information (i.e. Client PO number, Billing Period, and Billing Sequence No).

I've been forced to the manual kludge of adding the Project Name to 'Message on Invoice'. Manually. Every single invoice. Intuit, please level up your Projects game. Thx.

@FQ_Conrad Thanks for the Thumbs up !

@SEL83 

You can choose to make any new or existing Customer a "Sub-Customer" by checking a box in the Contact edit screen, Here you can enter the Project Details specifically, PO#, Site Address, Purchasers specific contact info etc. Then make the project and all that info will appear on your documentation.

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Richard

Keeper of the Books

Nice idea but 1) our customer wants the invoice to go to the parent company and cc the project manager

2)both the parent company email and project manager's emails are to be included

3) the email address fields are too short for my clients email address.

Thanks for coming back into this thread, SEL83.

Currently, the recipient's email address field in QuickBooks Online (QBO) has a limit of 100 characters, and we're unable to go beyond that. 

I understand how this feature would be beneficial for your business. Your feedback matter most to us, and we consider it when improving our product. That said, I'd encourage you to submit your recommendation directly to our software engineers. This way, they'll be aware of the importance of this ability and might consider allowing you to enter email addresses with more than 100 characters.

To do that:

1. Go to the Gear icon.
2. Select Feedback under Profile.
3. Enter a brief description of your feature request and click Next.

Furthermore, QBO has enough tools so you can personalise the appearance of your sales forms. It's a simple yet effective way to improve your business communications, and you get to decide what specific details your customers see.

Let me know in the comments section if you have more questions about sending invoices through email. We'd be glad to assist you further here in the Community. Have a great day ahead!

Hey @SEL83 

1) our customer wants the invoice to go to the parent company and cc the project manager

Perfect, this is quite normal. you Can bill with Parent or Bill the project separate form the Parent Account, your choice.

2)both the parent company email and project manager's emails are to be included

Easy, peasy, just use a comma to separate multiple emails, also FYI these can be changed on a case-by-case basis if you needed to, we're just setting up defaults here so it's easier in general.

3) the email address fields are too short for my clients email address.

Not an issue as explained by QBO, you should be able to add any longer email (my own is 35+ characters)

& Hey, Reach out directly if you want some help. I don't work for Intuit but I'm happy to help you because I know how frustrating it can be and some of these tips are real time-savers in general