How To Set Up the Products and Services List in QuickBooks Online

Select this option if you need to track the cost and quantity of items that you buy and sell. Inventory items allow you to keep an eye on stock levels as items are sold so that you know when to place an order with the supplier.

After clicking on Inventory (A), you’ll be able to provide the inventory details below:

• Name: Give the item a name for your internal use that will help distinguish this item from others.
• Picture of item: You can upload a picture of the item.
• SKU: You can record the product’s SKU number.
• Sub-product: You can organize inventory items into groups of similar products. For instance, you might create a parent inventory item for “Sinks.” Each different type of sink would then be a separate inventory item and designated as a Sub-product of Sinks. You wouldn’t use the parent inventory item of Sinks for any purchase or sales transactions, and it wouldn’t have any quantity information. It would only be used to group the Sub-product items together.
• Class: You can separate your business activity into several different classes that allow you to evaluate profit and loss separately. For instance, a plumbing company might create classes for new construction and repairs. You should leave the Class field blank if the inventory item you are setting up might be sold in multiple classes. In that case, you’ll need to identify the Class separately on each invoice. If the inventory is used only in one Class of the business, you can designate that class here, and it will auto-populate on invoices.

• Initial quantity on-hand: Report the number of units on-hand for this inventory item. Only report units here where the purchase of the inventory won’t be recorded in QuickBooks, such as if you’re moving to QuickBooks from another bookkeeping software. This is a required entry, so if you don’t have any units on hand, you must enter zero. You’re also required to enter the date you measured the units on hand.
• Reorder point: Specify the number of units on-hand that should trigger the ordering of additional inventory.
• Inventory asset account: Specify the balance sheet account you would like to use to track the cost of this inventory item. Most businesses use only one inventory asset account. I recommend using “Inventory Asset” for all your inventory items, which is the default balance sheet inventory account created by QuickBooks Online.

• Description (sales forms): Enter a default description of the product that you would like to appear on sales forms like estimates and invoices.
• Sales price/rate: Enter the standard sales price for this product. If needed, you can change the sales price when creating an invoice.
• Income account: Specify the income statement account to record the revenue from this inventory item. I recommend that all inventory items use the “Sales of Product Income” account, which is the QuickBooks default. There’s no need to create additional income statement accounts for each product because you can print reports that show income by product item.
• Sales tax category: Specify whether sales of this product are subject to sales tax.
• Purchasing information: Enter a description of the product that should appear on purchasing forms like purchase orders.
• Cost: Input the standard purchase price per unit for this product. You can change the purchase price when you input bills or purchase orders.
• Expense account: This is the income statement account to report the expense from the purchase of this product. I recommend all inventory items use the QuickBooks default account, “Cost of Goods Sold.”
• Preferred vendor: You can specify a preferred vendor for purchasing this product. This will auto-populate any purchase orders for this product but can be changed if the purchase order is to a different vendor.

Inventory information in QuickBooks Online

Select the Non-inventory option from the product/service information screen if you need to track the cost, but not the quantity for items that you buy or sell. Noninventory items include things like supplies and special order products.

After clicking on Non-inventory (B), you’ll be able to provide details for the noninventory item. The information collected is the same as for inventory items (discussed in the previous section), with the following exceptions:

• Noninventory items don’t require any quantity information
• They aren’t assigned an inventory asset account
• They are assigned to a variety of expense accounts, not only cost of goods sold (COGS)
• While products sold to customers should go to the COGS account, other products, like office supplies, should be assigned to other expense accounts

Non-inventory information in QuickBooks Online

Select Service (C) for services that you sell to customers. Plumbing, bookkeeping, and housekeeping services are examples of service items.

The fields that should be completed for a service item are described below:

• Name: Enter the name of the service for your internal use.
• Picture: Attach a picture if you wish.
• Subservice: As with inventory items, you can create sub-services grouped under a parent service. If this is a subservice, select the parent service here.
• Class: If your company separates income and expense by class, designate the class for this service item. Leave the field blank if this service can be assigned to multiple classes.
• Description: Enter a description of the service that you would like to appear on sales forms, such as invoices.
• Rate: Input the rate you charge customers for this service. This can be either an hourly rate or a flat rate charged per engagement. The actual amount charged can always be changed on an invoice.
• Income account: Select the income statement account that you want to use to track income for this service. It’s not necessary to create an income account for each service since you can easily view income by service items.
• Sales tax category: Indicate whether this service is subject to sales tax.
• Purchasing information: Leave this area blank if employees perform the services. If you purchase the services from a subcontractor, check the box and provide a description, cost, expense account, and preferred vendor.

Service item information in QuickBooks Online

A bundle is a combination of products and services that often are sold together. Bundles have no quantity on hand. They are a convenient way to record the sale of multiple products and services at once. Prior to setting up a bundle, you must create all the inventory, noninventory, and service items that will be part of the bundle.

After clicking Bundle (D) on the product/service information screen, you can enter the following information:

• Name: Provide a name for your bundle of products and services for your internal use.
• Description: Provide a description of the bundle to appear on invoices to customers.
• Display components: Check the box if you wish to display the detail of the products and services composing the bundle on invoices to customers.
• Product/Service: Choose the product and service items, along with their quantity, to include in the bundle. All product and service items must be created prior to assigning them to a bundle.

Bundle item information in QuickBooks Online