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.
I hope you’ve found this post to be helpful, if so please take a moment to leave a comment or to share it with others on your favorite social media platform.
8 Responses to QuickBooks Tip: How To Create a Summary Invoice for Customers
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Nancy Smyth, Sunburst Software Solutions, Inc.QuickBooks Construction & Payroll Expert
I've been using and supporting QuickBooks products since the early 1990's. I've worked with thousands of contractors, assisting them with QuickBooks setup, Certified Payroll Reporting requirements, AIA Billing and Weighted-Average Overtime.
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Unless the template options have changed these items are not available.
Job total balance = new Job Charges
Customber Total Balance = new Job charge + any past due
I don’t see anywhere on the template for these? Anyone?
Previous Balance = ?
Previous Payments = ?
Hi
Well, the standard Intuit Service Invoice (and perhaps others as well I just happened to grab that template) will allow you to add Payments/Credits, Balance Due, Customer Total Balance and Job Total Balance to the footer section of the invoice. Go play around with that template and see what you can come up with.
Is there a way to include an account summary on an invoice? (like the aging at the bottom of a statement).
I would like to include any “past due” payment info. on the invoice, but have no idea of how to this.
HELP, please!
Tony
Select either the “Detail” or “Summary” group item when you create the estimate – you’ll always see all the detail but your customer gets to see the amount of detail that they require.
When you are ready to invoice – you see all the detail no matter which method you use – you’ll also see all the detail on the “form” when you look at it in QB. The difference is how it looks when you actually print it out.
I understand creating the two groups, thank you. A follow up question is would you put both into the estimate and fill out the one that is applicable? I ask this because when I create an invoice against an estimate it doesn’t seem to let me choose which group, it pulls up the estimate group. Am I doing something incorrect in my workflow?
Hi Tony
Thanks for stopping by 🙂
I do have a solution, even if it is rather inelegant; and that is to create 2 different groups one that will display the detail and one that will not. When I create these Items I add “D” for Detail and “S” for Summary to the beginning of the Item name. Then it’s a quick and easy selection of the proper group to create the Estimate and the correct level of detail arrives without frustration.
I hope this helps.
Nancy
Nancy,
This was helpful. I have run into a new issue that is confusing to me and perhaps you can provide some quick insight.
I would like to create estimates for work and invoice from those estimates. I want to be able to print the detail in the estimate but some customers only want a summary on the invoice and not the detail.
I created my estimate using a group (with the individual items in that group) with the show details checked in my item group. I can print the estimate with the details. Then my thought process is edit the group and unchecked the print details for the invoices for those customers who don’t want details.
The invoice doesn’t update with the new setting in the group. If i do it the complete opposite I get the exact opposite no detail on either one. I know there has got to be a way to accomplish this but it has me stumped.
Frustrated.
Thanks in advance for any suggestions you may have.
Regards,
Tony