How To Add Items In QuickBooks Pro Manually

Before you can move on to the fun of invoicing customers, you need to have products and services to invoice.

We already explained one method of adding items in our How To Import Items Into QuickBooks Pro post, but you can also add items manually.

You can add three types of items in QuickBooks: non-inventory items, inventory items, and services. We’ll walk you through how to add each type of item step by step.

Add Non-Inventory Items

Begin by going to Lists>Items List>Item>New (or you can use the shortcut “Ctrl+N” once you’re on the Items List page).

Step 1: Select Appropriate Item Type

Use the drop-down menu to select “Non-inventory Part.”

Step 2: Add An Item Name

Type your item’s name or number.

Step 3: Designate Whether It Is A Subitem

If your item is a subitem of another non-inventory part, check the “Subitem of” box and use the drop-down menu to select the correct non-inventory part.

Step 4: Check The Box If The Item Is Used In Assemblies

If your item is used in assemblies or purchase for a specific job, click on the check box shown below:

Step 5: Write A Sales Description

Write a sales description. Your customers will see this description on the quotes and estimates you send them.

Step 6: Enter Sales Price

Enter the sales price you charge for this item.

Step 7: Choose Tax Settings

Use the drop-down menu to select whether your item is taxable or non-taxable.

Step 8: Select Income Account

Select a default account where your income will be recorded.

Step 9: Save Item

Click the blue “OK” button in the top right-hand corner to save your item, or select “next” if you’re planning on adding another item.

Add Inventory Items

If you follow our step-by-step process for how to add inventory in QuickBooks Pro, you’ll have your inventory process running smoothly in no time. Begin by going to Lists>Items List>Item>New (or you can use the shortcut “Ctrl+N” once you’re on the Items List page).

Step 1: Select Appropriate Item Type

Use the drop-down menu to select “Inventory Part.”

Step 2: Add An Item Name

Type your item’s name or number.

Step 3: Determine Whether It Is A Subitem

If your item is a subitem of another inventory part, check the “Subitem of” box and use the drop-down menu to select the correct inventory part.

Step 4: Add A Purchase Description

Next, add purchase information starting with a purchase description.

Step 5: Enter Purchase Cost

Enter the cost you pay for this inventory item.

Step 6: Select COGS Account

Select a default account where your COGS (Cost of Goods Sold) will be recorded.

Step 7: Attach A Preferred Vendor (Optional)

If desired, you can select a preferred vendor for your item.

Step 8: Write A Sales Description

Write a sales description. Your customers will see this description on the quotes and estimates you send them.

Step 9: Enter Sales Price

Enter the sales price you charge for this item.

Step 10: Choose Tax Settings

Use the drop-down menu to select whether your item is taxable or non-taxable.

Step 11: Select Income Account

Select a default account where your income will be recorded.

Step 12: Select Asset Account

Select a default account where your inventory assets will be recorded.

Step 13: Set Reorder Point

One of the best parts about QuickBooks’ inventory feature is that you can set a reorder point for your inventory. The software will send you a low inventory reminder when an item’s count hits the reorder point you set.

Step 14: Enter Amount On Hand

Enter the item amount you have on hand.

Step 15: Verify Total Value

QuickBooks will automatically calculate the total value of your inventory on hand for a particular item, but double-check that the numbers look right before proceeding to the next step.

Step 16: Select Inventory Date

Choose the date of your last inventory count (the count that gave you the “amount on hand” data).

Step 17: Save Item

Click the blue “OK” button in the top right-hand corner to save your item, or select “next” if you’re planning on adding another item.

Add Services

Begin by going to Lists>Items List>Item>New (or you can use the shortcut “Ctrl+N” once you’re on the Items List page).

Step 1: Select Appropriate Item Type

Use the drop-down menu to select “Service.”

Step 2: Add An Item Name

Type your service’s name or number.

Step 3: Determine Whether It Is A Subitem

If your item is a subitem of another service, check the “Subitem of” box and use the drop-down menu to select the correct service item.

Step 4: Write A Service Description

Write a description of the service you’re selling. Your customers will see this description on the quotes and estimates you send them.

Step 5: Add Service Rate

Enter the rate you charge for this service.

Step 6: Choose Tax Settings

Use the drop-down menu to select whether your service item is taxable or non-taxable.

Step 7: Select Income Account

Select a default account where your income will be recorded.

Step 8: Save Item

Click the blue “OK” button in the top right-hand corner to save your item, or select “next” if you’re planning on adding another item.

Once you save your items, you can view them in the Items List and start invoicing customers.

If you have any troubleshooting issues, check out the QuickBooks Community or call QuickBooks directly. Don’t forget to check out the rest of our QuickBooks Pro 101 Series to learn how to import items, add sales tax, create invoices, and more.

Are you overwhelmed by QuickBooks Pro? Maybe it’s time to switch to QuickBooks Online. QBO is easy to use, cloud-based, and affordable. Best of all, you can easily import your QuickBooks Desktop data into QuickBooks Online.

Outgrown QuickBooks Pro? Switch to QuickBooks Premier. It’s the same QuickBooks Desktop software you love but with more users and advanced, industry-specific features.