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Quickbooks Desktop: Differentiate Source of Invoices

Forum|Forum|1 month ago
May 14, 2026
2 replies
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I'm working for a company where 2 people are working on billing customers, but only I have access to the Quickbooks company file. I'm looking for a way to differentiate invoices that I enter from ones that I enter for the other employee. This way I can go back and search where a bill/invoice came from rather than having to dig through data to figure it out.

I'd like to have this marker work with report production, i.e. being able to run reports for one source of bills or the other.

What tools do I have at my disposal to make this happen, and which ones are most likely to be a beneficial way of going about this?

Thanks!

QuickBooks Desktop

Best answer by EmanE17

You should tag each transaction with a class tracking tool to filter it later without searching through memos.

Before setting up and using classes, you need to enable the feature in your preferences.

Open your company file.
Go to the Edit menu, then click Preferences.
Choose Accounting, then go to the Company Preferences tab.
Select the Use class tracking for transactions checkbox.
Once done, click OK.

After enabling it, you can create classes for Employee A and Employee B. Please follow these steps:

Go to the Lists menu, then select Class List. From the Class dropdown menu, select New. Enter the class name. Once finished, select OK to add the class.

Once you have set up your classes, you can assign them to your invoice transactions. This assignment allows you to generate reports that compare balances across different segments of your business.

If you have further questions about QuickBooks, don't hesitate to reach out to us.

E

EmanE17

Answer

QuickBooks Team

You should tag each transaction with a class tracking tool to filter it later without searching through memos.

Before setting up and using classes, you need to enable the feature in your preferences.

Open your company file.
Go to the Edit menu, then click Preferences.
Choose Accounting, then go to the Company Preferences tab.
Select the Use class tracking for transactions checkbox.
Once done, click OK.

After enabling it, you can create classes for Employee A and Employee B. Please follow these steps:

Go to the Lists menu, then select Class List. From the Class dropdown menu, select New. Enter the class name. Once finished, select OK to add the class.

Once you have set up your classes, you can assign them to your invoice transactions. This assignment allows you to generate reports that compare balances across different segments of your business.

If you have further questions about QuickBooks, don't hesitate to reach out to us.

SIAB

Level 2

Using the class feature is the best option for your case, as long as you are the only one who has the company file.

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