Here’s a guide to every data field you can add to a QuickBooks invoice, so you can customize the invoice for what your business needs!
To bring up the invoice form, click Create (+) > Invoice.
Here is the simplest, most bare bones, plain cheese, QuickBooks invoice:
Invoice with the works
And here’s that same invoice, loaded up like a pizza with everything:
Why use it: To enter your own transaction numbers. If you turn this off, QuickBooks automatically numbers the transactions.
Example: If you use classes to track departments/divisions, you can have retail invoices R1, R2, etc. and wholesale invoices W1, W2, etc. QuickBooks conveniently keeps the letter (based on the last invoice) and increments the number automatically for you!
How to set it: Gear > Company Settings > Sales > Custom transaction numbers.
Shipping address, Ship via, Shipping date, Tracking no., and Shipping (in subtotal)
Why use it: To track a separate shipping address, method, date, tracking number, and amount.
How to set it: Gear > Company Settings > Sales > Shipping.
Related setting: Gear > Advanced > Chart of accounts > Shipping account.
Why use it: To assign transactions to different physical locations.
Examples: Stores, sales regions, counties, properties.
How to set it: Gear > Company Settings > Company > Track locations.
More info: You can filter A/R reports to see who owes you in just one location.
Custom fields (up to three)2
Why use it: To include any other information you want to track.
Examples: Sales rep, assistant, driver, preferred delivery date, contractor’s license number.
How to set it: Gear > Company Settings > Sales > Custom fields.
Why use it: To track the date a service was performed separately from the invoice date.
How to set it: Gear > Company Settings > Sales > Service date.
More info: QuickBooks autofills this date from timesheets. This is a huge timesaver if you need this!
How to create an invoice with the works