Where Do the QuickBooks Description and Notes Fields Show Up in QBO?

Each expense line has two text boxes: QuickBooks Description and Notes. They show up in different places.

Here are the steps to follow:

Find the two boxes

Open the expense from the QuickBooks icon. Both boxes are on each line.

Write the QuickBooks Description

This is the line's description on the QuickBooks bill. If you bill costs from QuickBooks, it's also the line your client sees on that QuickBooks invoice. A clear description here means a clear line for your client.

Write the Notes

Notes go to the memo on the QuickBooks bill. They're also used when you add the expense to a Buildwise invoice.

Where each one shows up

Box	QuickBooks bill	Buildwise invoice
QuickBooks Description	The line description	Not used
Notes	The memo, with every line's notes	After the supplier on the line

The Buildwise invoice line

When you add an expense to a Buildwise invoice, the line's description is the supplier, then a dash, then the notes. As an example: Smith Electric - Panel upgrade for the kitchen.

The expense has	The line starts with
A supplier	The supplier
No supplier	The cost item
No supplier or cost item	The cost group

With no notes, the line shows just that first part. You can change any line while the invoice is a draft.

Locked after it syncs

Once the expense is in QuickBooks, the QuickBooks Description is locked. Change it in QuickBooks.

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