How to Add a Group Item to the Item List in QuickBooks 2014

By Stephen L. Nelson

To create a group item in QuickBooks, display the New Item window and select Group from the Type drop-down list. When QuickBooks displays the group version of the New Item window, use the Group Name/Number box to give the group item a name or code. Use the Description box to give the group item an appropriate description.


Use the Item, Description, and Qty columns at the bottom of the window to identify the individual items and item quantities that combine to make a group.

A group item lets you more easily invoice customers when, from the customer’s perspective, he or she is buying a single item, but from your perspective, you’re actually selling several items.

This definition sounds curious at first, but here’s a quick example. Suppose that you’re a florist who does booming business on Valentine’s Day. Your best-selling items may be red roses and pretty crystal vases. But you probably don’t sell individual roses and individual vases. You actually sell a dozen roses and a single vase.

Although you want to individually track purchases of dozens of red roses and individual crystal vases in your purchase orders, in your invoices to customers, you want to bill for “a dozen red roses and a crystal vase.”

If that example doesn’t make sense, imagine a more complex floral arrangement, including a dozen red roses, a crystal vase, baby’s breath, flower preservative, tissue-paper wrapping, ribbon, a box, and so forth.

In this case, do you really want an invoice that shows perhaps 20 items? Or do you want an invoice that shows a single item: a dozen red roses and a crystal vase?

This is why you create group items. A group item lets you create a single item that you use in invoices. However, this group item actually combines a bunch of individual items that you’re probably using in your purchase orders.