Bill Company Gear Company Settings Expense Lists Products & Services QuickBooks Online QBO

Item details tab not showing up to enter Expense for Non-inventory type and Service type items

In order to show Item details tab on Expense form, first, you need a Plus plan. Essentials and Simple Start does not have Item details tab feature.

If you have a Plus plan, you will need to check the following two setups:
1) Gear settings for Expenses – Gear at the top right corner > Your Company > Account and Settings > Expenses > Bills and expenses > Show Items table on expense and purchase forms > On > Save.

2) Product/Services information setup form – Gear at the top right corner > Lists > Products and Services > Select Add new button (or for an existing item, click “Edit” under Action column) > Purchase information > Select “I purchase this product/service from a vendor” checkbox > Save and close.

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Company Gear Invoice Lists Recurring Transactions

Can QuickBooks Online remind me that I need to create an invoice

Yes, you can set up “Reminder” in QuickBooks Online.

This is how you do it:

From the home page screen

  • Click on your company gear in the top right corner
  • Click Recurring Transactions under the Lists column
  • Click New
  • Change the Transaction Type to Invoice
  • Change Type to Reminder

Your reminder will show up in the Tasks section of your home page screen. Click “View reminders” link to review and complete the task.

Click on the screenshot below to enlarge it


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Why does the “Due on Receipt” term set a due date other than the Invoice date?

If you have an invoice with the Terms field populated with “Due on receipt,” the Due Date field should automatically update to the same date as the Invoice Date field.

You should see like this for example: Invoice Date = July 1, 2015; Due Date = July 1, 2015

If for example see like this: Invoice Date = July 1, 2015; Due Date = July 10, 2015

It is most likely created the default term for “Due on receipt” with incorrect settings.

To review and correct this Term settings:
From the home page screen:

    • Company gear (upper right corner)
    • Lists
    • All Lists
    • Terms
    • Select “Due on Receipt”
    • Select “Edit” under Action column (far right, pull-down arrow)
    • Review the term setup to ensure that bulleted “Due in fixed number of days” entered is “0” days. If you have 10 here, on invoice, it will show invoice date plus 10 days.
    • Save

due on receipt

Return to the invoice, select Term “Due on receipt,” verify the date matches the Invoice date.

Click on the screenshot below to enlarge it
due on receipt invoice

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Company Gear Lists Products & Services QuickBooks

#QuickBooks: Can I keep a simple inventory of all shop equipment

Question: Can I keep a simple inventory of all shop equipment in QuickBooks Online?

I need to list all shop equipment we have here in the shop. I just need the item and quantity. We do not sell these items so there are no prices involved, its just the equipment we use in the day to day business.

Answer: Yes You Can!

You will need PLUS plan do this tracking. Essentials and Simple Start do not have tracking features.

First, make sure to enable the tracking feature setting ON.
From the home page screen > gear (company gear) > settings > company settings > sales > products and services > tracking features ON (Track quantity and price/rate and Track quantity on hand) > save

Click on the screenshots below to enlarge them
track settings

Second, create a new dummy Inventory Item called Shop Equipment, then any items you create for the actual “Shop Equipment” (parent) will be marked as sub-items of that dummy Inventory Item.

To create a new item:
From the home page screen > gear (company gear) > settings > products and services > new (upper right corner)

When you create the new items:

  • Select “I track quantity on hand for this product” checkbox.
  • Enter “Initial Quantity on Hand.”
  • Enter “As of Date.”
  • Purchasing Information: enter information for more details (optional).
  • Cost: DO NOT ENTER A COST (leave it blank for the cost field). Equipment Inventory for this special work-around method in QBO cannot track the cost of the item. If you enter the cost your accounting will be totally messed up. It will add value to the Inventory Asset Account.
  • SAVE






You can also create a customized Equipment Inventory Report if necessary.

To create customize report:
From the home page screen > gear (company gear) > settings > products and services > run report (upper right corner)

  • Select “Customize” button
  • Choose “Change Columns” under Rows/Cloumns
  • Add “Create Date” (this will give you information on when this was added)
  • Remove not needed columns (like description, price, cost)
  • Go to Header/Footer section and change “Report Title” as you need it
  • Run Report
  • Select “Save Customizations” blue button (if you want to create your own customized report for future use). Next time go to report and select “My Custom Reports, this report will be on the list.


Weekly Price Check US CA UK AU (Plus Plan)

USD 23.97 per monthCAD 14.50 per monthGBP 15.00 per monthAUD 21.00 per month
USD 23.97 per monthUSD 12.01 per month
USD 23.30 per month
USD 16.60 per month