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J
jack Thompson
June 13, 2025
Question

We have a limited number of clients who require a unique invoicing process.

  • June 13, 2025
  • 1 reply
  • 10 views

We have a limited number of clients who require a unique invoicing process. We invoice an audit client for the full cost of an audit and they are paid (and pass on to us) a grant is issued from one agency. Once that payment has been applied, we invoice a 2nd agency for the balance. What I'm looking for is a way of making a notation on the invoice record referring to this special method that will appear on hard-copy or extract reports in order to alert our finance team to the special circumstances. Intuit support suggested a separate template with a notation at the bottom. I'm not sure if that would work because I can't even get the system to save one template without attaching the note to both the separate and the Standard template. I'm really wanting to be able to see this when reviewing reports rather than making an internal note on the client or project. Am I reaching too far for QBO?

1 reply

EduardA
EduardAQuickBooks Team
QuickBooks Team
June 13, 2025

You can utilize the Custom fields feature to make individual notation for each invoice process, which you can also share with your finance team, Jack.

 

Here's how to do it:

 

  1. Go to the Gear icon, and select Custom fields.
  2. Click the Add field button.
  3. In the Name box, enter Invoice Process for.
  4. Select your preferred Data type.
  5. Choose the appropriate category.
  6. Check the box next to Invoice and toggle on the corresponding Print on form option.
  7. Click Save.

 

Once done, QuickBooks will automatically create a field for it on the invoice.

 

Next, if you'll need professional assistance from a bookkeeping expert, consider getting in touch with our QuickBooks Live Expert Assisted team.

 

You might also find this article helpful for tracking invoice payments: Record Invoice Payments.

 

If you have any further questions about customizing or managing your invoices in QuickBooks, please don't hesitate to leave us a message in the Community.

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