How to Add Custom Fields in QuickBooks

In accounting and business management, flexibility is key. Every company has unique processes and information they need to track. Whether you’re managing client projects, tracking internal department codes, or recording PO (Purchase Order) numbers, adding custom fields to your QuickBooks setup can significantly improve accuracy and efficiency.

Fortunately, both QuickBooks Online (QBO) and QuickBooks Desktop support custom fields, allowing you to tailor invoices, sales forms, and reports to meet your specific needs. In this article, we’ll explore how to add custom fields,  like PO Numbers or Project Codes,  in both versions of QuickBooks, including:

• How to create and use custom fields
• Use case examples
• Limitations and tips
• Troubleshooting and best practices

What Are Custom Fields in QuickBooks?

Custom fields in QuickBooks are additional data fields you can add to transactions (like invoices, estimates, or purchase orders), customer profiles, or items. These fields allow you to track information that isn’t captured by the default form layout.

For example, you might want to track:

• Purchase Order (PO) Numbers
• Project or Job Codes
• Customer Reference Numbers
• Department Names
• Internal Approval IDs
• Contract or Agreement Numbers

By using custom fields, you can:

• Improve reporting and filtering
• Ensure consistency across documents
• Align QuickBooks with your internal processes or client requirements

How to Add Custom Fields in QuickBooks Online

Custom fields are available in QuickBooks Online Essentials, Plus, and Advanced versions. The Advanced version provides the most flexibility, including support for multiple custom fields with conditional logic and reporting.

Step 1: Access Custom Fields Settings

1. Log in to QuickBooks Online.
2. Click the Gear icon (⚙️) in the top right corner.
3. Under Lists, click Custom Fields.

Step 2: Create a New Custom Field

1. Click the Add field button.
2. Enter a Name for the field (e.g., “PO Number” or “Project Code”).
3. Choose the forms where you want this field to appear:
   • Invoices
   • Sales Receipts
   • Estimates
   • Purchase Orders
4. Select the field type:
   • Text (free text input)
   • Number
   • Dropdown menu
   • Date
   • Checkbox

5. If you’re using QuickBooks Online Advanced, you can set additional rules like:
   • Making the field required
   • Adding it to specific customer types
   • Adding the field to reports
6. Click Save.

Step 3: Add Data to Custom Fields

Now, when creating a new invoice or other form:

1. Go to + New > Invoice (or other transaction).
2. You’ll see your custom field (e.g., “PO Number”) on the form.
3. Enter the appropriate value when creating or editing a transaction.

Step 4: Run Reports with Custom Fields (Advanced Users Only)

If you’re using QuickBooks Online Advanced:

1. Go to Reports.
2. Create a custom report.
3. Choose to include your custom field as a filter or column.

How to Add Custom Fields in QuickBooks Desktop

QuickBooks Desktop (Pro, Premier, and Enterprise editions) has long supported robust custom fields for customers, vendors, items, and transactions. You can add custom fields to sales forms and then include them in templates and reports.

Step 1: Enable Custom Fields for Customers or Items

1. Open QuickBooks Desktop.
2. Go to Customers > Customer Center.
3. Double-click a customer name.
4. Click the Additional Info tab.
5. Click Define Fields.
6. Enter a Label Name for each custom field.
7. Tick the boxes for where it should be used (Customer, Vendor, Item, etc.).
8. Click OK to save.

These fields now become available in forms like invoices and sales orders.

Step 2: Add Custom Fields to Transaction Forms

1. Open a form such as an Invoice.
2. Click Customize Data Layout.
3. Switch to the Columns, Header, or Footer tab, depending on where you want the field.
4. Check the box next to your custom field (e.g., “PO Number”).
5. Use the Screen and Print columns to control visibility.
6. Click OK.

Step 3: Use the Field When Creating Transactions

Now when you create an invoice or estimate:

• Your custom field appears on the form.
• You can enter a PO number or Project Code directly on the invoice.

Step 4: Report on Custom Fields

1. Go to Reports > Custom Reports > Transaction Detail.
2. Modify the report.
3. In the Columns section, select your custom fields.
4. Apply filters if needed and run the report.

Not all QuickBooks Desktop reports support custom fields. You may need to use custom transaction detail reports or export data to Excel for deeper analysis.

Custom fields are a powerful tool in QuickBooks that can help you tailor the software to match your business needs. Whether you’re tracking Purchase Order Numbers, Project Codes, or other custom data, using this feature correctly can streamline operations, enhance reporting, and support better decision-making.  By thoughtfully implementing custom fields, you can turn QuickBooks into a more dynamic and tailored financial tool for your organization.