Adding Custom Fields to Invoices in QuickBooks Online

QuickBooks Online provides a versatile system for customizing invoices to meet your specific business needs. Whether you need to add fields for better record-keeping or to streamline data collection, this guide will walk you through the process of adding custom fields to your invoices. This feature is especially useful for integrating additional information that is crucial for your business operations.

Adding Custom Fields in QuickBooks Online

Creating custom fields in QuickBooks Online allows you to input additional details that are specific to your business operations. Here’s a step-by-step guide on how to add custom fields to your invoices:

Step 1: Access the Custom Fields Settings

After you’ve clicked on New and Invoice, you’ll see the invoice screen. To add a custom field, click on the gear icon in the upper right corner.

This will bring up the custom fields settings. From here, click on Add another field. You can name this field as required and then add as many fields as you need. Once you’re done, click the X in the upper right corner to return to the invoice screen. Repeat this process to add more fields as needed.

Step 2: Create Custom Fields in QuickBooks Online Advanced

For a more advanced setup, follow these steps to create custom fields:

Go to Settings. Then select Custom fields. Select Create custom field. If you have already created a field, you will see the Add field option instead. Select the type of custom field you need: Customer info, Transaction info, or Vendor info. Give your custom field a descriptive name. Select the field type: Text, Number, Date, or Drop-down list. Choose where you want the field to appear: Show on sales forms and purchase orders only, Show to customers, Show to vendors, or Use on other expense forms. Click Save when you're finished.

QuickBooks allows you to create up to 48 custom fields in total, with 12 fields available for sales forms, purchase orders, and other types of transactions. You can select the field's visibility and use for various purposes such as displaying to customers or vendors.

Step 3: Editing Custom Fields

Once you have created custom fields, you can edit them at any time. Here are the steps to edit a custom field:

Go to the Custom fields page. Select Edit in the Actions column to make changes to a custom field's name, type, or visibility. If you want to make the field inactive, select the arrow in the Actions column next to Edit. You can then select Make active or Make inactive. If you want to edit a field from a form, invoice, or profile, go to the form, invoice, or profile and select the gear icon at the top of the form. Click on Add custom field and Edit next to the field name. This will take you to the custom fields page to make edits.

Remember that changes made in one form or profile will affect all other forms and profiles using that custom field.

Ideas for Custom Fields

Some ideas for custom fields that can be useful include:

Invoice payment terms Customer or vendor reference numbers Shipping or delivery instructions Insurance details Special notes or reminders

By customizing your invoices with these fields, you can ensure that all necessary information is captured, making your business operations more efficient and organized.