When customizing or creating a report in the web report designer, it's important to know the fields of table you are using.

Although this can be found within the tables view in your account settings, here is a handy visual that maps fields on the Invoices screen to their respective table fields.

Fields differ depending on whether you sync with:

Legend: In the following images, green indicates a QuickBooks field, blue indicates a Method field, an arrow in a square indicates a dropdown field, and an exclamation mark indicates a required field.


QuickBooks Online

For those syncing to QuickBooks Online, the first section for the invoice screen shows the details of the invoice. These fields are found in the Invoice table.

Field list with field type for Invoice table:

  • RefNumber - Text (11)

  • TotalAmount - Money

  • Customer (required) - Dropdown to Entity table, FullName field.

  • TxnDate (required) - DateTime

  • BillAddress fields - Nine fields to keep track of the billing address.

  • ShipAddress fields - Nine fields to keep track of the shipping address.

  • DueDate - DateTime

  • Terms - Dropdown to Terms table, Name field.

  • Currency (for accounts with multi-currency) - Dropdown to Currency table, CurrencyCode field.

  • Exchange Rate (for accounts with multi-currency) - Decimal (0)

  • AssignedTo - Dropdown to Users table, Username field.

  • TagList - Text (4000)

  • Opportunity - Dropdown to Opportunity table, RecordID field.

  • IsWaitingForSyncApproval - YesNo

The next section for the invoice screen shows a grid of line items. The line items grid in an invoice is from a different table: the InvoiceLine table. Here are some common fields within the InvoiceLine table with their field types:

Field list with field type for the InvoiceLine table:

  • InvoiceRecordID (required) - This is a dropdown field to the Invoice table and contains the the Record ID of the parent invoice. Every line item belongs to an existing invoice.

  • ServiceDate - DateTime

  • Item (required) - Dropdown to the Item table, FullName field.

  • Desc - Text (4095)

  • Quantity - Decimal (0)

  • Rate (required) - Decimal (5)

  • Amount - Money

  • SalesTaxCode - Dropdown to the SalesTaxCode table, Name field.

The final section for the invoice screen shows the totals and amounts for the invoice, which is back in the Invoice table.

Field list with field type in the Invoice table:

  • Memo - Text (4095)

  • CustomerMsgText - Text (1000)

  • SubTotal - Money

  • CustomerSalesTaxCode - Dropdown to SalesTaxCode table, Name field.

  • SalesTaxTotal - Money

  • DiscountRate - Decimal (0)

  • ShippingAmt - Decimal (0)

  • Amount - Money

  • TotalAmountInHomeCurrency - Decimal (0)

  • AppliedAmount - Money

  • BalancingRemaining - Money


QuickBooks Desktop

For those syncing to QuickBooks Desktop, the first section for the invoice screen shows the details of the invoice. These fields are found in the Invoice table.

Field list with field type in the Invoice table:

  • RefNumber - Text (11)

  • TotalAmount - Money

  • Customer (required) - Dropdown to Entity table, FullName field.

  • TxnDate (required) - DateTime

  • ARAccount - Dropdown to Account, FullName field.

  • BillAddress fields - Nine fields to keep track of the billing address.

  • ShipAddress fields - Nine fields to keep track of the shipping address.

  • DueDate - DateTime

  • Terms - Dropdown to Terms table, Name field.

  • PONumber - Text(25)

  • ShipMethod - Dropdown to ShipMethod, Name field.

  • SalesRep - Dropdown to SalesRep table, Initial field.

  • TagList - Text (4000)

  • Opportunity - Dropdown to Opportunity table, RecordID field.

  • IsWaitingForSyncApproval - YesNo

  • IsToBeEmailed - YesNo

  • IsToBePrinted - YesNo

  • IsPending - YesNo

The next section for the invoice screen shows a grid of line items. The line items grid in an invoice is from a different table: the InvoiceLine table. Here are some common fields within the InvoiceLine table with their field types:

Field list with field type for the InvoiceLine table:

  • InvoiceRecordID (required) - This is a dropdown field to the Invoice table and contains the the Record ID of the parent invoice. Every line item belongs to an existing invoice.

  • ServiceDate - DateTime

  • Item (required) - Dropdown to the Item table, FullName field.

  • Desc - Text (4095)

  • Quantity - Decimal (0)

  • Rate (required) - Decimal (5)

  • IsRatePercent - YesNo

  • Amount - Money

  • SalesTaxCode - Dropdown to the SalesTaxCode table, Name field.

The final section for the invoice screen shows the totals and amounts for the invoice, which is back in the Invoice table.

Field list with field type in the Invoice table:

  • Memo - Text (4095)

  • CustomerMessage - Dropdown to CustomerMsg table, Name field.

  • SubTotal - Money

  • ItemSalesTax - Dropdown to Item table, Fullname field.

  • SalesTaxTotal - Money

  • CustomerSalesTaxCode - Dropdown to SalesTaxCode table, Name field.

  • Amount - Money

  • AppliedAmount - Money

  • BalanceRemaining - Money

NOTE: There is no field for attachments on an invoice. Please refer to our article "Attachments Object" for more information on retrieving them.

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