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ZachD
November 12, 2023
Question

I would like to have my clients' phone numbers and email addresses to print out on their invoices. I was using the Country field for the phone numbers, but taxes wrong..

  • November 12, 2023
  • 2 replies
  • 0 views
posting a phone number in the Country field now causes issues with calculating taxes correctly.

    2 replies

    C
    CamelleT
    November 12, 2023

    Posting a phone number in the country field isn't supposed to cause issues with your tax calculations, zach34.

     

    When setting the sales tax in QuickBooks Online (QBO), phone numbers won't affect the tax calculations in the invoice, so adding them in the country field isn't supposed to affect anything. Additionally, choose the correct tax rate in the Sales tax rate drop-down for accurate calculations. 

     

    After doing so, if you still encounter the same issue, we would highly appreciate it if you could provide us with a screenshot. It would help us come up with an accurate resolution. In the meantime, a workaround I can suggest is adding a custom field for the phone numbers in your invoice. Here's how:

     

    1. Click +New.
    2. Select Invoices.
    3. On the upper right corner, click the Gear icon.
    4. Hit +Add custom field.
    5. Label the Name as phone numbers.
    6. Tick the box for All Sales forms, then toggle on the Print on form.
    7. Hit Save.

     

    I'll add an article to allow you to automatically calculate taxes from invoices and receipts, making them easier to file: Set up and use automated sales tax in QuickBooks Online (intuit.com).

     

    Drop a comment below if you have further concerns about managing your invoice. I'll be here to assist you. Have a nice day!

    Z
    ZachDAuthor
    November 12, 2023

    Thank you for your reply CamelleT!

     

    My assumption was that when I input the phone number in the Country spot it throws off the location calculating the auto tax; however, when pulling the below example, I noticed the tax calculation issue occurs even when the shipping field only has the client/business name information.  Also, more recently, I am having issues deleting the information from the Shipping information field; now it keeps repopulating with the information that I am trying to delete.

     

    Over all the issue is that my old (inactive) state tax code gets added to the tax calculation.

     

    For Example it ends up calculating like this:

    Florida State - Inactive
    6%
    Florida, Sarasota County
    1%
    Florida State
    6%
    Total tax standard rate
    13%
     

    The "Florida State - Inactive" should not populate at all.....but does.

     

    My issue with adding the "custom fields" option is that the field is not available when I am filling out my customer profiles and requires the number to be typed directly into the created invoice (unless duplicating a prior invoice) and does not fulfill my needs.

     
      L
      LollyNino_C
      November 12, 2023

      Hello, zach34. Allow me to share some information about adding a field to the customer form in QuickBooks Online (QBO).

       

      In addition to CamelleT, you can consider adding a custom field to your invoice and sales receipt. This way, you'll still be able to add the unit (Sqft, Cuft, or Left) to the invoice. Let's go to your Account and Settings and add a custom field from there. I'd be glad to guide you how.

       

      In your QuickBooks Online (QBO) account:

      1. Go to the Gear icon.
      2. Select Account and Settings.
      3. Choose the Sales menu.
      4. Select the Sales form content.
      5. Put a checkmark on the Custom Fields section.
      6. Click Save, and hit Done. 

       

      I've added some resources to spot more insights about customer and invoice information:

       

       

      Additionally, you can rearrange or customize the columns and edit the labels and widths when viewing your sales forms. See this article: Customize sales forms in QuickBooks Online.

       

      Let me know if you have other concerns with adding custom fields in QuickBooks. I'll be right here to comment. Have a great day!

      E
      Erika_K
      May 1, 2025

      On behalf of my colleague, you're most welcome, Drynamic. I'll clarify the process of automatically populating invoices with customer email addresses. Let's dive further into this below.

       

      Once you have configured an email address in the customer's profile, it will be populated automatically on the Email Address field when you're creating an invoice. 

      However, if you have created specific custom fields for your customer's email, these will not auto-populate, as the information in custom fields has to be filled out manually. This applies to the Simple Start, Essentials, and Plus plans.

       

      For more comprehensive guidance on the difference between the default Email Address and a Custom Field option on your invoices, refer to the screenshot below:

       

      With that in mind, it's important to double-check the specific fields you're using for emails. Be sure to use the default email field in the customer's profile rather than any custom-created fields when creating an invoice. This will ensure that your customer's email addresses are automatically populated.

       

      Moreover, if you want to leverage the full capabilities of custom fields, consider upgrading to the QuickBooks Advanced plan. This plan allows you to create custom fields for almost anything. By opting for this service, you can automatically populate these custom fields in your invoices when configured for your customers or vendors.

      You can visit this link:       Create and edit custom fields in QuickBooks Online Advanced or check out the image below: 

       

      I'll include the following articles to provide you with detailed information on processing customer payments, issuing refunds, and personalizing your sales forms with specific info:

       

       

      I'm always here to assist you with clarifications regarding custom fields or managing your invoices and sales forms. Click the Reply button below, and I'll circle back to assist you.

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