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roberta-tpclawye
February 9, 2022
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My customers have separate projects which I need to identify when invoicing. How can I add the project name to the invoice?

  • February 9, 2022
  • 1 reply
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Original commenter did not share additional details
Best answer by MichelleBh

Let's make this happen in your sales forms, @roberta-tpclawye.

 

I have ways to include the case name and number in the invoices in QuickBooks Online. This way, you can easily track and review them on your customer projects page. 

 

I'd recommend creating a custom field to add the case name and number in the sales forms. Proceed as follows: 

 

  1. Go to the Gear icon on the top right corner. 
  2. Select the Add custom field tab. 
  3. Enter the field name in the box. 
  4. Check the All sales forms box and turn on the radio if you want to print this information. 
  5. Click Save. 
  6. Repeat the steps to create another fields. 

For more details, see this link: How to add custom fields to sales forms and purchase orders.

 

Once you create transactions, the custom fields you've created will appear in the form. Just enter the details manually, and this stream to the project page of your client.

 

After that, let's review this in your customer's project. Do the following:

 

  1. Go to the Project tab on the left side. 
  2. Click the appropriate project and select Transactions. 
  3. Hit the small gear icon and check the custom field you created. 

 

In addition, you have the option to utilize our class tracking feature. Use classes to track your transactions by departments, product lines, or any other meaningful segments in your business. So when it’s time to run reports, you have a clear picture of each segment’s financial health.  

 

Further, check out these articles below on how to create recurring transactions and calculate your profits and costs by a project in QuickBooks: 

 

 

I always check my notifications to respond to all replies. That said, don't hesitate to leave a comment if you have other questions. I'm happy to help again. Be safe, Roberta.

1 reply

Jessica_young
Jessica_young
February 9, 2022

It's so important to be able to differentiate the projects in your invoice for your customer. And I can help, @roberta-tpclawye.

 

To create a single invoice for multiple projects for the same customer, all you need to do is select the customer's name on the transaction page. Doing this will show all the billable expenses for that particular customer.

 

  1. Select + New.
  2. Then select Invoice.
  3. From the Customer ▼ dropdown, select the customer's name. 
  4. Review the Invoice date. If you need to, change the due date in the Terms ▼ dropdown.
  5. In the Add to Invoice section, select all the billable expenses by clicking Add. You can also click Add all to select them all at once.
  6. When you're ready, click Save and close.

That's it! Now you can include multiple projects on your one invoice. Here's a really great article for you to look at as well: Create invoices in QuickBooks Online.

 

I'm here for all your invoicing questions! Let me know if I can help with anything else by leaving a comment below.

R
roberta-tpclawyeAuthor
February 9, 2022

Thank you for your reply and it's so close to what I'm asking, just not quite. Let me explain further.

 

We work with an agency that pays for court appointed cases. Each case needs to be invoiced separately from any other cases and the case number and case name is required to show on the invoice.  This agency deals with 10s of thousands of cases per month and each case invoice is audited. It's crucial that the case number and case name be on the invoice. 

 

I've gotten around this problem by editing the downloaded invoice by adding text but it would be so much nicer if I could get the 'project' on the invoice too. Any hope of being able to do that?

MichelleBh
MichelleBhAnswer
February 9, 2022

Let's make this happen in your sales forms, @roberta-tpclawye.

 

I have ways to include the case name and number in the invoices in QuickBooks Online. This way, you can easily track and review them on your customer projects page. 

 

I'd recommend creating a custom field to add the case name and number in the sales forms. Proceed as follows: 

 

  1. Go to the Gear icon on the top right corner. 
  2. Select the Add custom field tab. 
  3. Enter the field name in the box. 
  4. Check the All sales forms box and turn on the radio if you want to print this information. 
  5. Click Save. 
  6. Repeat the steps to create another fields. 

For more details, see this link: How to add custom fields to sales forms and purchase orders.

 

Once you create transactions, the custom fields you've created will appear in the form. Just enter the details manually, and this stream to the project page of your client.

 

After that, let's review this in your customer's project. Do the following:

 

  1. Go to the Project tab on the left side. 
  2. Click the appropriate project and select Transactions. 
  3. Hit the small gear icon and check the custom field you created. 

 

In addition, you have the option to utilize our class tracking feature. Use classes to track your transactions by departments, product lines, or any other meaningful segments in your business. So when it’s time to run reports, you have a clear picture of each segment’s financial health.  

 

Further, check out these articles below on how to create recurring transactions and calculate your profits and costs by a project in QuickBooks: 

 

 

I always check my notifications to respond to all replies. That said, don't hesitate to leave a comment if you have other questions. I'm happy to help again. Be safe, Roberta.

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