How To Add Items in QuickBooks Desktop

In this tutorial, I’ll show you how to add items to QuickBooks Desktop.

Quick Instructions:

  • Click Lists -> Item List in the main menu
    1. to add single items click Items -> New
      1. Select the item Type
      2. Enter Name/Number
      3. Add a Description
      4. Enter a Rate (if applicable)
      5. Select Account
      6. Click the blue OK button
    2. To create multiple items Click Lists -> Add/Edit Multiple Items in the main menu
      1. Enter items into the list
      2. Click the blue Save Changes button

Keep reading for full instructions with screenshots.

The items in QuickBooks Desktop are anything your company buys, sells, or resells.

To navigate to your item list click Lists in the top menu then select Item List.

Opening the items list in QuickBooks Desktop using the main menu.

In this example, I don’t have any items created yet.

Create Single Items

To create an item select the Item drop-down menu at the bottom of the screen. Then select New.

Creating a new item in QuickBooks Desktop

On the next screen, you’ll select the type of item you’ll be creating. These include:

  • Service
  • Non-inventory Part
  • Other Charge
  • Subtotal
  • Group
  • Discount
  • Payment

Selecting item type when creating a new item in QuickBooks Desktop.

In this example, I’m going to create a Service item.

Next, you’ll enter the items information.

The Name/Number is what you’ll see in the drop-down when adding an item to an invoice or receipt.

In the Description field, you can write a long description of the item.

Rate is how much this service costs per hour.

Account is what income or expense account the item is linked to. The item I’m creating is “Consulting Hourly” so I attach it to the Consulting Income account.

When you’re finished click the blue OK button.

Selecting the Account when creating an item in QuickBooks Desktop

I’ll create a new Service item that’s for project-based work.

This item’s rate will vary based on the work that’s done. I’ll leave Rate blank here. The rate will be entered when I create an invoice using this item.

I’ll attach this item to the Project Income account.

Creating a Project Income Service item in QuickBooks Desktop

As you create items you’ll see them added to your list of items.

Create Multiple Items

You can also create multiple items at once. To do this click the Lists drop-down and select Add/Edit Multiple Items.

Selecting the option to add multiple items in QuickBooks Desktop.

This will bring up a list of items (by Type). You simply edit the fields in a line in the list to add items. Then click the blue Save Changes button at the bottom of the screen when you’re done.

Here I’ve added a third Service item:

Adding multiple items in QuickBooks Desktop at once.

When you’ve added your items into QuickBooks you’ll now be able to see them in the Item Code drop-down when you create an invoice.

Items drop-down menu when creating an invoice in QuickBooks Desktop

You now know how to add items to QuickBooks Desktop.  If you have any questions please ask them in the comments. Or click the green button below to schedule a free consultation.

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If you’d like to watch me walk through this process check out the video below:

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This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business. Additional information and exceptions may apply. Applicable laws may vary by state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. Gentle Frog, LLC does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. Gentle Frog, LLC does not warrant that the material contained herein will continue to be accurate, nor that it is completely free of errors when published. Readers and viewers should verify statements before relying on them.

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