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How to Fix the Revenue or Expense Account Used on Invoices in QuickBooks
Published 05/12/2011 | 
We started using QuickBooks Enterprise in 2010. I believe there is something wrong somewhere. Our accountant suggested QuickBooks. She may know how to get what she needs from it but didn’t really know how to set up our company we done things when starting that we had two go back & change. The owner has a photographic memory and is really good with numbers. We have been over things a 100 times and something somewhere isn’t going right. I have spoke with QuickBooks support and was told that there was something but I would need to consult our accountant about them. I don’t think it’s that technical to be honest. For example when talking with QuickBooks one thing we found was the invoices we bill out we use something called labor/repair. This is also one of our payroll items. So when billing invoices we are using a payroll item. So it’s going to wrong income/expense account which throws things off. Can you help me get this resolved? We use multi user and because there has been temporary staff, accountant myself and two other office people that use QuickBooks I don’t know when or what happened. It could have been something I done when I set the company file up originally too.
You can’t use payroll items on invoices, so that’s not the problem. However, you probably don’t have your labor/repair item mapped to the correct accounts. Go to Lists > Item List, open the item, and change the account to your correct income account. If you also use the item for purchases, check the box next to This service item is used in assemblies or is performed by a subcontractor or partner and enter a COGS or expense account as well.
Written by +Ruth Perryman, CMA, CFE, CFM, MBA
Ruth is the president of The QB Specialists, Inc. and has provided QuickBooks help to thousands of businesses around the world since 1996. She is an Intuit Solutions Provider, an Advanced Certified QuickBooks ProAdvisor, and a member of the Intuit Trainer/Writer Network. She is also certified in QuickBooks Point of Sale and QuickBooks Enterprise Solutions.
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Hi Ruth,
I am trying to create an invoice template for a client. She needs to show a column for EACH item ordered:
Amount
Item #
Description
Retail price
Customer’s specific discount price per item(40% off retail for example – discount percentage specific to each customer)
Total price for amount x discounted item
I have tried using Subtotal and Discount line items, but she said that won’t work. In her business, the cost per item is the most important piece of information to show. I have called Quickbooks Pro-advisor and they were supposed to work on it and get back to me, but they have not called back yet. (Three days ago) Any ideas?
Thanks, Brenda
Hi Brenda,
You can add custom fields to invoices. Open one of your items from the Item List, select the Custom Fields button, and create a new field called “Discounts”. You’ll then see a new option available called “Discounts: in the Columns tab when you customize your invoice template.
If you want the invoice to do the math, you’ll need an add-on like FormCalc.
Ruth