How to Customize QuickBooks Online Forms to Handle Subtotals - dummies

How to Customize QuickBooks Online Forms to Handle Subtotals

By Elaine Marmel

If you need to subtotal information on your sales forms, set up sales forms in QuickBooks Online so that you can include subtotals on them. You can subtotal lines on an invoice, an estimate, or a sales receipt. First, turn on the feature; for this example, turn on the feature for the Invoice form. Follow these steps:

  1. Choose Gear→Custom Form Styles.

  2. Select a form to customize, and then click Edit in the Action column.

    The Customize Form Style dialog box appears.

  3. On the left side of the dialog box, click the Activity Table section.

  4. In the More group, select the Group Activity By check box and make a selection from the list.

    For this example, shown here, choose Type.

    Turn on the setting to enable grouping on the selected sales form.
    Turn on the setting to enable grouping on the selected sales form.

    You can select Subtotal Groups if you want QBO to group specifically by the grouping type you select in Settings. Not selecting the option gives you more flexibility on the forms.

  5. Save the settings.

You need to repeat the preceding steps for each type of form (invoice, estimate, and sales receipt) on which you want to be able to subtotal information.

Now you’re ready to create an invoice and group lines on it. Add some lines to an invoice. To add the subtotal in the proper place on the invoice, click the last line on the invoice that should be subtotaled; in this figure, the third line of the invoice has been clicked.

Click the Add Subtotal button, which appears below the lines on the invoice, and QBO adds a line that subtotals the ones above it. You can continue adding lines to the invoice, and you can add more subtotals.

Click the last line that should be part of the subtotaled group, and then click Add Subtotal.
Click the last line that should be part of the subtotaled group, and then click Add Subtotal.