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vamesvamesvames
March 26, 2025
Question

Itemized invoicing against a non-itemized (just $ amount) Work Order?

  • March 26, 2025
  • 2 replies
  • 0 views

Hi. I run a construction company and we use Enterprise Desktop. We typically do multi-month jobs that we invoice along the way based on actual Time&Materials (as opposed to just "beat the estimate").

 

Our customers will give us a PO based on our estimated cost of the job (not itemized, just a $ amount). But we do have to monitor what portion of the PO $ amount we've invoiced so far, so that future invoices don't exceed the PO amount. 

 

This seems like the ideal use for a "Work Order" or an "Estimate" in QB that we invoice against. However, as far as I can tell, to make a Work Order or Estimate, you need to put in items and quantities. In my case, I don't know items and quantities until I actually do the invoicing. Ideally, I'd like to make a Work Order with only a $ amount (not necessarily items), then have that $ amount get "used up" as I invoice against that Work Order.

 

Of course I can just do this outside of QB by keeping a separate Excel, but stuff like this is what is great about QB. Is there any way to do itemized invoicing against a non-itemized (just $ amount) Work Order? 

 

 

2 replies

G
GebelAlainaM
March 26, 2025

I can see the benefit of having the option to do itemized invoicing against a non-itemized with just $ amount in a work order in QuickBooks Desktop (QBDT), Vames. However, this it's unavailable. I'll provide details on how you can send product suggestions on this matter.

This option is unavailable as items must be entered to create an estimate or work order. You can provide feedback to our product development team for consideration in future updates.

 

Here's how:
 

  1. At the top menu bar, click Help.
  2. Choose Send Feedback Online.
  3. Enter your product suggestion.
  4. Select Send Feedback to confirm.
     

Additionally, you can visit this article for more details on submitting feedback through different QuickBooks products: Give feedback on QuickBooks products and services.

In the meantime, you can do this manually outside QuickBooks using separate Excel, as you've mentioned.

Furthermore, I'm attaching these articles for future reference with receiving and processing payments in QuickBooks: Take and process payments in QuickBooks Desktop.

Do you have more questions about managing invoicing for itemized or non-itemized work orders in QuickBooks? Please leave them in the comments below. I'm ready to help.

D
droybal
March 26, 2025

Progress invoicing is an option.  This is under Edit-preferences -Jobs and estimates. However,  you need to make sure it is selected. This would allow you to invoice a percentage of an estimate. A window would pop up like in the attached screen shot. If you just use one item on your estimate,  for example set up one called  Misc service and only have it the income account..... it would work. 

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