From adding specific information to invoices to creating detailed reports, custom fields give you enhanced organization and reporting capabilities.

This guide will cover everything you need to know about custom fields in QuickBooks Online, including:

1. How to create and manage custom fields.
2. Using custom fields on various forms.
3. Searching for data using custom fields.
4. Leveraging custom fields in reports.

Let’s dive in!

What Are Custom Fields?

Custom fields allow you to add personalized information to your transactions. Use cases include purchase order numbers, sales rep names, or project identifiers.

These fields can appear on:

• Invoices
• Sales receipts
• Estimates
• Credit memos
• Refund receipts
• Purchase orders

With the upcoming removal of tags in 2025, custom fields will play an even bigger role in organizing your financial data.

How to Create and Manage Custom Fields

Creating a Custom Field

1. Access Custom Fields:

   • Click the Gear icon in the upper-right corner.
   • Under the Lists header, select Custom Fields.
     

2. Add a New Field:

   • Click on Add Field in the upper-right corner.
   • Name your field (e.g., “Customer PO” or “Sales Rep”).
   • Choose where this field will apply, such as invoices, sales receipts, or estimates.
   • Decide whether the field should appear on printed forms.
   • Click Save to create the field.
     

Renaming or Inactivating a Custom Field

• To rename a field, click Edit under ACTIONS, update the name field, and click Save.
• To make a field inactive, click the dropdown next to Edit and select Make Inactive. Inactive fields won’t appear on new transactions but remain on historical ones.
• To reactivate a field, toggle the Include Inactive slider, locate the field, and click Make Active.
  

Using Custom Fields on Forms

Custom fields can be applied across various QuickBooks forms, enhancing functionality and providing clarity for your clients and team.

Sales Receipts, Credit Memos, and Refund Receipts

Custom fields appear in the middle section of the forms.

In the digital and printed versions custom fields appear below the BILL TO section.

Invoices and Estimates

Custom fields can be found in the middle of your invoices and estimates below the Bill to box.

Once added, these fields appear to the right of Invoice or Estimate details on the PDF view:

Purchase Orders

On purchase orders, custom fields appear below the Mailing address.

In the print preview, these fields appear to the right of the Purchase Order details:

Searching for Data Using Custom Fields

QuickBooks allows you to search for transactions based on custom field content. Here’s how:

1. Click on the magnifying glass in the upper-right corner.
2. Click the Advanced transaction search link at the bottom of the search box.
   
3. Click on More Filters.
   
4. Your custom fields will appear at the bottom of the More Filters pop-out.
5. Enter the content for the custom field you want to search for.
   
6. Hit Enter to display all transactions associated with that content.

This feature is invaluable for quickly finding transactions tied to specific projects, sales reps, or other internal references.

Leveraging Custom Fields in Reports

Custom fields can be incorporated into reports for more tailored insights. For example:

Sales by Customer Detail Report:

Group by a custom field

• Select your custom field from the Group by drop-down to group transactions by a custom field type.
  

Sort by a custom field

• Add a custom field column by clicking Customize > Columns > Select your custom field.
  
  
• Sort by your custom field by clicking Sort > Select your custom field.
  

Save Customized Reports

• Once your report is tailored to your liking, save it for future use by clicking the Save Customization button.

Custom fields in reports provide a granular view of your business data, enabling better decision-making.

Best Practices for Using Custom Fields

1. Plan Ahead:

   • Figure out how many custom fields you have available. Different QBO plans have different number of custom fields. 
     • Simple Start: 1
     • Essentials: 4
     • Plus: 4
     • Advanced: 12
   • Determine the purpose of your custom fields before creating them to avoid clutter and running out.

2. Use Consistent Naming Conventions:

   • Clear, descriptive names ensure your team understands each field’s purpose.

3. Limit Field Usage:

   • Only activate fields that are essential for your operations to maintain clarity.

4. Regularly Review and Update Fields:

   • Deactivate unused fields and rename outdated ones to keep your system streamlined.

5. Experiment with Reporting:

   • Explore how custom fields can enhance reports to gain deeper insights into your business.

Conclusion

Custom fields in QuickBooks Online work well for personalizing your accounting workflow. From enhancing communication on invoices to generating insightful reports, these fields empower you to manage your business more effectively.

Start by creating custom fields that align with your unique needs, and explore how they can streamline your processes. With these tools, you’ll have greater control over your financial data.

Ready to take full advantage of custom fields? Log in to QuickBooks Online today and start exploring their potential!

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