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QuickBooks Invoice Tips
for Contractors, IT Firms, and Consulting firms
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QuickBooks Invoice Tip:
Customized item descriptions from bills DO import into a
customer invoice!
by Linda Saltz, CPA, QuickBooks Guru
Advanced Certified QuickBooks Advisor
Certified QuickBooks Enterprise Solution Specialist
Call 800-216-0763 for information on how Linda can help you!
This is a wonderful tip for companies that want to use generic
items like Materials, Hardware, Travel in their item list to
keep the list short and manageable, and still get the detail
description of what was purchased from a bill/check or credit
card to flow through to the customer invoice.
Examples:
| 1 |
When a contractor
purchases lumber from a supplier, they might complete a purchase order using an item named “lumber”.
On the purchaser order they will type under the description column the details
of the item to be purchased including the exact size / length.
The item along with the custom description will flows
through to
the bill, check or
credit card charge without any tricks! But this tip will now
permit that custom description to flow through to a customer
invoice!
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| 2 |
When an IT company
buys a Hard Drive for a customer they enter the cost on a
Bill or Credit Card Charge using a generic item named
“Hard Drive” and in the description field they will enter
the model, size and warranty information.
This customized description will also flow through to a
customer invoice if you follow these simple steps!
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| 3 |
When a consulting
company enters the cost for airfare, using a generic item
named “Airfare” they includes the travel dates and airline
in the description field. If this item is billable to a
customer, this customized description will also flow
through to a customer invoice-read on and find out how! |
The challenge has been how to get that level of detail from
these purchase transactions to an invoice.
YOU CAN import your item detailed descriptions from vendor
bills, credit card charges and checks into your customer
invoices by following these few simple steps:
A. Set the options under the “Time and Costs
Window” of the invoice to “transfer item descriptions”.
(This is not the only step
to having the customized detailed
descriptions of the purchase transaction appear on the invoice
so be sure to follow all steps)
B.
Here is the Trick
to making QuickBooks
transfer the descriptions from bills, checks &
credit card charges to invoices!!!
In addition to selecting the “transfer item descriptions”,
edit your item in your item list to leave the Sales
Information description on the ITEM blank. Doing so will
permit QuickBooks to populate that description field with the
customized description on the bill, check or credit card item
tab.
Your details will now flow through to an invoice when you
select a customer and check the billable box.
C. Complete the purchase transaction (bill, check or credit
card charge) using your custom description,add a customer name and mark the item billable.
D. When invoicing, select the
outstanding billable costs from the Time and Cost window
(click on the item tab)
for those items you would like
to appear on your invoice, then click OK
The sales value will import your COST so it is important to
change the sales price to include your overhead &
profit !!!
It is that easy! Who would have figured that the trick
would be so simple as to leaving the item sales description
empty on the item list??? Spend 4 hours with me,
customized training for how you conduct business, and be
amazed at the time you save, get reports you need, and how
the stress dissolves away. Call 800-216-0763 and ask to
speak to Linda Saltz.
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