Does QuickBooks Online allow you to add custom fields? Yes, but your options are limited to text fields only in a couple of modules.
How many custom fields can you add in QuickBooks Online?
QuickBooks gives you:
Two custom fields in the Customers module marked “Other” and “Notes”
Three custom fields in the Sales Forms module (for invoicing, estimates, and sales receipts)
For some QBO users, these fields may be enough. But if you’re like many other small businesses you probably need more. No doubt you have a lot of customer info - there’s just no place to put it QuickBooks Online.
However, you have some options.
Third-party QuickBooks Online integrations like MessageDesk can help. MessageDesk makes it easy to sync and store all of your extra QuickBooks Online customer information (but more on that later).
In the following article, we teach you how to make the most of QuickBooks Online custom fields. Read on and learn how to add, create, and edit custom fields.
A custom field is a unique data entry that helps you store and segment your contact information into lists and groups. A business might add a custom field in their contact management software to record a customer’s last purchase, a service update, additional phone numbers, or even birthday.
Custom field data is always unique to your own business or organization’s needs. Customer relationship management software (CRM) that supports custom fields will normally give you several custom field data types to keep customer information consistent.
Note: QuickBooks custom fields only support text. You can’t use QuickBooks Online for advanced custom fields like dropdowns, selects, or radials. Check out QuickBooks Desktop for more options.
It’s worth noting that QuickBooks Online is a small business accounting software. It isn’t specifically designed to manage contacts and customer relationships.
You’ll want to consider a CRM or contact management software like MessageDesk to manage your customers. Both tools do a better job storing customer information since they both support advanced custom fields.
QuickBooks gives you “Other” and “Notes” as fields. These fields aren’t normal custom fields. But they do allow you to store additional customer information.
Suggested Article: Are You Ready for a QuickBooks CRM?
You can use QuickBooks Online to add a custom field to invoices, estimates, and sales receipts. Sales Forms give you three distinct, labeled custom field options. There are also other ways to customize QuickBooks Online invoices, estimates, and receipts.
Note: Adding these fields to Sales Forms will populate them across all of your sales forms. This includes estimates, invoices, and sales receipts.
Note: QuickBooks limits the title of your custom field to 15 characters. Select "Internal" to show the field in QuickBooks. Select "Public" to show the field on customer forms. You’ll need to mark a custom field as Internal before you can mark it as Public.
Adding a custom field to a QuickBooks Online invoice is easy. But keep in mind QBO only allows you three custom fields.
Suggested Article: The Ultimate Guide to QuickBooks Online Invoicing
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You need a place to store all of your customer information. This place should be easy to access and flexible enough to support your specific business needs.
MessageDesk is an advanced custom fields plugin that gives you a smarter way to access your QuickBooks Online customers.
The integrated sync with QuickBooks Online works both ways. It automatically pulls in and updates your existing customer information but keeps your financial and accounting data separate.