Where do the QuickBooks Description and Notes fields show up in QBO?


Each expense has two text fields: QuickBooks Description and Notes. They show up in different places, so it helps to know which one to use.

QuickBooks Description

This is the description QBO gets when the expense syncs. If you build invoices in QuickBooks with its billable costs feature, the QuickBooks Description is what fills the description line for that cost on the invoice. A clear description here means a clear line on your client's invoice. This matters most when someone other than your bookkeeper publishes receipts.

The QuickBooks Description field on an expense

Notes

Notes are used on Buildwise invoices. When you add an expense to a Buildwise invoice, the line's description fills in as the supplier, then a semicolon, then the notes. As an example: "Smith Electric; Panel upgrade for the kitchen." If the expense has no supplier, the cost item is used instead. If there are no notes, the line shows just the supplier. You can edit any line by hand while the invoice is a draft.

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