- Go into settings and turn on custom fields.
- Define those custom fields.
- Use the custom fields on an invoice.
- Customize a report to include those custom fields.
- Show the summary on the invoice form.
Go into settings and turn on custom fields.
The first tip for customizing forms and reports in QuickBooks Online is to go into the company settings area and turn on custom fields. While you’re there, check out ALL of your options and see which settings suit you best.
Define those custom fields
The second tip for customizing forms and reports in QuickBooks Online is to define those custom fields. In this video I am using the example of property management. We’re limited to 3, so I am using them for Rent, Square Feet, and Security Deposit. I know that two of these are already available in the transaction data, but as you’re going to see in tip # 4, this is necessary to have them show up as columns on a report.
Use the custom fields on an invoice
The third tip for customizing forms and reports in QuickBooks Online is to use those fields on an invoice form. In order for the data to show up on a report, the information needs to be captured in a transaction. Once you have the custom fields turned on and defined, you will see them right in the top section of the invoice form. Simply enter the information as you are creating the invoice and then save it. In the real estate example you will want to memorize that invoice with that information populated in those custom fields so that it will show up every month.
Customize a report to include those custom fields
The fourth tip for customizing forms and reports in QuickBooks Online is to customize a report to include those custom fields. Using the property management example, you can start with a Tenant Balance Detail report. Then customize it and add in the custom fields you created as columns. Most likely you’ll want to re-order the columns. Once you have everything laid out the way you like, don’t forget to click “Save Customizations.” Otherwise you will have to go through this process every time you want the report.
Show the summary on the invoice form.
My fifth and final tip for now on customizing forms and reports in QuicKbooks Online is to show the summary on the invoice form. This option is in the sales form customization setting, which can be found in the company settings area. Once you are there, in “Appearance” you can check off the option to include this. Note that this will only show on an invoice when there is in fact history to show. It’s sort of smart that way, but if you don’t know that, you might think the setting didn’t take.
These little tips on customizing forms and reports in QuickBooks Online can make all the difference in your experience. As I mentioned above I would set aside time to go through every single setting. Understand what it does, whether or not it applies to you, and what you might want to do with these options now that you know they’re there. There there!
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