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J
jwock
June 26, 2025
Question

invoices & customer POs

  • June 26, 2025
  • 1 reply
  • 2 views

New to QBO from many years of Quickbooks Pro Desktop. So far so good but...

 

I've added a custom field labelled PO#, marked it to appear on invoices and customized the invoice template to include the PO# so now it appears when I create a new invoice.  But now I want to associate a customer/job with an invoice so that the PO# field is automatically populated but can't figure out how to add the PO# to a customer/job.

 

While I'm at it, I have a couple more questions:  

1. is there a way to enter the total value of a customer PO and then track my invoices against the PO's value on a running basis?

2. Is there a built-in calculator that I can use when I am entering, for example, an expense so I can add and subtract to get to the total amount?

 

1 reply

M
MirriamMQuickBooks Team
QuickBooks Team
June 26, 2025

Welcome to the Community forum, jwock! Congratulations on your successful transition from QuickBooks Desktop (QBDT) to QuickBooks Online (QBO).

 

You can manually enter the PO# when creating an invoice, as QBO currently doesn’t support auto-populating custom fields in transactions. If you’d like to suggest this feature, please send feedback through your QBO account. Here’s how:

 

  1. Go to the Gear icon at the top.
  2. Select Feedback.
  3. Enter your comments or product suggestions. 
  4. Then select Next to submit feedback.

 

As for tracking customer POs against invoiced amounts, the system doesn't have a specific feature for tracking the total value of a customer PO against invoices automatically. Instead, you can create a custom report to help track invoices related to a specific customer and manually compare those against the original PO amount.

 

Also, please note that QBO doesn't include a built-in calculator for entering expenses or transactions. You might consider using a separate calculator app for your computations before inputting them into QuickBooks.

 

If you need assistance recording invoice payments, I have a helpful resource for you: Record invoice payments. It’s easy to follow, so feel free to check it out anytime.

 

Visit us again if you have further questions.

J
jwockAuthor
June 27, 2025

Well that’s disappointing all around.  The functionality of QBO isn’t anywhere close to what I had in the desktop version and I will certainly make suggestions.  Thanls for answering all my questions.

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