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Which Item Type Should You Use?

When creating your item list one of the most confusing things can be which item type to choose.  Here is a breakdown of each type that will help you decide.  If after reading this you still need help, feel free to give us a call!

Use this type



Services you charge for or purchase. Examples include   specialized labor, consulting hours, and professional fees.


Inventory part

Goods you purchase, track as inventory, and resell.

Inventory assembly
  (Premier and Enterprise
  editions only)

Assembled goods you build or purchase, track as   inventory, and resell. Note: QuickBooks cannot track the costs   associated with the manufacturing process itself. In other words, the cost of   a built assembly item depends only on the cost of its components.


Non-inventory part

Goods you buy but don’t track (such as office   supplies), or materials you buy for a specific job that you charge back to   your customer.


Fixed asset

An asset you do not expect to convert to cash during   one year of normal operations. A fixed asset is usually something that is   necessary for the operation of your business—such as a truck, cash register,   or computer.


Other charge

Miscellaneous labor, material, or part charges such as   delivery charges, setup fees, and service charges, bounced checks, late fees,   opening balance, reimbursable expenses, retainers, surcharges, gift   certificates, prepayments, retainers, sales tax, and shipping and handling   fees.



Totals all items above it on a form, up to the last   subtotal. Useful for applying a percentage discount or surcharge to many   items.



A way of associating individual items that often appear   together on invoices, purchase orders, and so on, so that all items in the   group can be added to the form at one time.



Subtracts a percentage or fixed amount from a total or   subtotal. Do not use this item type for an early payment discount.



Records a partial payment you received at the time of   the sale. It reduces the amount owed on an invoice.


sales tax item

Calculates a single sales tax item at a specific rate   that you pay to a single tax agency.


Sales tax group

Calculates and individually tracks two or more sales   tax items that apply to the same sale. The customer sees only the total sales   tax.



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