This QuickBooks tip discusses adding project information – such as the project name and location – to Invoices and Estimates – by using the Ship To Address block in the job record and modify the template slightly.
There are many times that a contractor, or other business owner, needs to display project information – such as the project name and location – on invoices and estimates. Displaying project information is very useful, especially when a business is working on more than one job or project for the same customer and needs to make it clear which job or project they are talking about when it’s time to create an Estimate or an invoice.
Adding Project Information to Invoices & Estimates
While there are a couple of ways to add project information – such as the project name and it’s location – to an Estimate or Invoice that you generate; I’ve always used the “Ship To” block in the Job record to hold this information.
From the QuickBooks Customer Center, pick a current Job from the Customers & Job list. You can click on the job name to select it and then click the Edit Job button OR if you double-click on the job name you’ll be taken to the Edit window.
On the Address Info tab, look to see if there is any information in the “Ship To” block; if there isn’t, click the “Add New” button (located just below the Ship To block).
When you click on the “Add New” button, QuickBooks opens the Add Shipping Address Information window. Here you will enter details about the job that you want to display on your Estimates and Invoices – see sample screenshot below.
Be sure to check the option for default shipping address, and click the OK button to save the information. Your Job record now has both a billing and shipping address.
Next you’ll want to edit your Estimate and Invoice templates. From the Lists menu, choose Templates (if you aren’t sure which templates you use, click from the Home page click the Estimate or Invoice icons and the template name will be displayed in the upper right corner of the window), double-click on the Estimate template. This opens the Basic Customization window.
From the Basic Customization window, click on the Additional Customization button. On the Header tab – check the Screen and Print options for both the Name/Address and Ship To titles – you can even make changes to the information that displays on the final forms. For example, you can change Name/Address heading to read To Owner and Ship To to Project Information. See the before and after screenshot below.
NOTE: You may need to change the positioning in the Layout Designer, depending on what other options you select on this window.
Click the OK button twice.
Switch to the Home Page, click the Estimate icon and choose the job that you originally edited. Your Estimate form now displays both billing and project information.
When you print your Estimate, this same information will display on your printed form.
We hope you’ve found this QuickBooks Tip for adding Project Information to your Estimates and Invoices to be valuable. If so please take a moment to leave a comment.