QuickBooks Tip: How To Create a Summary Invoice for Customers

This QuickBooks tip discusses how to create a summary invoice for a customer when you need to track details for job costing purposes.  This question was submitted by one of our readers.

How can I print a summary invoice for an estimate that does not show all the details.  Most of my jobs are Total Contract but I really have things broke down to examine my job costs.  This break down is very confusing to customers who just want a basic contract description and price.  Any suggestions?  Thanks, Jim

Hi Jim

What you are experiencing is very common – a conflict between your need to good job costing an your customers need for something simple – all from the same Estimate in QuickBooks; and without having to duplicate the work!

What you are looking to accomplish can be done in QuickBooks by using “Group Items”, which I think is one of the most useful (and under used) features.

The following example deals with the CSI MasterFormat Cost Code section 03.20.00 for Concrete Reinforcing.

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In the QuickBooks Item list, you’ll want to have the individual items set up (03.21.00 through 03.24.00) as double-sided items, so that you can capture expenses and income.

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Once these items are in place.

From the Item List, click the Item button at the bottom of the list window -> select New.  From the New Item window choose Group from the Type drop down menu.  In the Group Name/Number type in 02.20.00 Concrete Reinforcing, in the Item column select each of the individual components on the Concrete Reinforcing section.  I’ve even added an Subtotal and Overhead & Profit item to the group.  My group now contains a total of 10 line items.

Because you do not want your customer to see all 10 line items, leave the “Print items in group” option unchecked and they will see ONLY 03.20.00 Concrete Reinforcing and a total amount, while YOU still see all the detail.  IF you did want your customer to see all 10 lines within the group, click into and place a check in the “Print items in group” option.

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Give this method a try with your next new contract and see what you think.

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