How to add custom fields to sales forms and purchase orders

If you use QuickBooks Online Plus, Essentials, or Simple Start, you can create your own custom fields on invoices, sales receipts, refund receipts, and credit memos. In QuickBooks Online Plus, you can also create custom fields for purchase orders. This gives you more flexibility to add custom data and drive insights through detailed reports.

If you have QuickBooks Online Advanced, here’s how to add and manage custom fields.

Set up custom fields to appear on sales forms #

Notes:

• QuickBooks Online Plus, Essentials, and Simple Start are limited to 3 custom fields on sales forms.

1. Select Settings ⚙.
2. Under Lists, select Custom fields.
3. Select Add field.
4. Enter the name of field, and select All sale forms.
5. If you want the form to appear on printed and delivered forms, enable Print on form. Otherwise, it will only be visible in QuickBooks.
6. Select Save.

Set up custom fields to appear on purchase orders #

Notes:

• QuickBooks Online Plus is limited to 3 custom fields for purchase orders.
• This option is not available for Essentials or Simple Start.
• To use custom fields in purchase orders, you need to turn on purchase orders for your company first.

1. Select Settings ⚙.
2. Under Lists, select Custom fields.
3. Select Add field.
4. Enter the name of field, and select Purchase order.
   • Note: A field can be added to both All sales forms and Purchase order, or only one or the other.
5. If you want the form to appear on printed and delivered forms, enable Print on form. Otherwise, it will only be visible in QuickBooks.
6. Select Save.

Manage custom fields #

The custom fields page lists all your custom fields so you can manage them easily. To see it, go to Settings ⚙, then select Custom fields. For each custom field, you can see what category it applies to and which forms it appears on. You also see the Print icon if the custom field is visible to customers or vendors on a form.

To edit a custom field:

1. In the Actions column, select Edit.
2. Make your changes and select Save.

Note: Any edits you make here apply to all forms that use the field.

To activate or inactivate a field:

1. In the Actions column, select the arrow.
2. Select Make active (or Make inactive).
3. Select Yes in the pop-up message to confirm your choice.

Note: You won’t lose any data by making a field inactive. You’ll still see the field on forms you used it on, but it won’t appear on new forms.