How To Add Items In QuickBooks Pro

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How To Add Items In QuickBooks Pro

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.

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

Table of Contents

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.”

How To Add Items in QuickBooks Pro

Step 2: Add An Item Name

Type your item’s name or number.

How To Add Items in QuickBooks Pro

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 proper non-inventory part.

How To Add Items in QuickBooks Pro

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 check the box.

How To Add Items In QuickBooks Pro

Step 5: Write A Sales Description

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

How To Add Items In QuickBooks Pro

Step 6: Enter Sales Price

Enter the sales price you charge for this item.

How To Add Items In QuickBooks Pro

Step 7: Choose Tax Settings

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

How To Add Items In QuickBooks Pro

Step 8: Select Income Account

Select a default account where your income will be recorded.

How To Add Items In QuickBooks Pro

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.

How To Add Items In QuickBooks Pro

Add 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 “Inventory Part.”

How to Add Items In QuickBooks Pro

Step 2: Add An Item Name

Type your item’s name or number.

How To Add Items in QuickBooks Pro

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 proper inventory part.

How To Add Items in QuickBooks Pro

Step 4: Add A Purchases Description

Next, add purchase information starting with a purchases description.

How to Add Items In QuickBooks Pro

Step 5: Enter Purchase Cost

Enter the cost you pay for this inventory item.

How To Add Items In QuickBooks Pro

Step 6: Select COGS Account

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

How To Add Items In QuickBooks Pro

Step 7: Attach A Preferred Vendor (Optional)

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

How To Add Items In QuickBooks Pro

Step 8: Write A Sales Description

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

How To Add Items In QuickBooks Pro

Step 9: Enter Sales Price

Enter the sales price you charge for this item.

How To Add Items In QuickBooks Pro

Step 10: Choose Tax Settings

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

How To Add Items In QuickBooks Pro

Step 11: Select Income Account

Select a default account where your income will be recorded.

How To Add Items In QuickBooks Pro

Step 12: Select Asset Account

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

How To Add Items In QuickBooks Pro

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.

How To Add Items In QuickBooks Pro

Step 14: Enter Amount On Hand

Enter the item amount you have on hand.

How To Add Items In QuickBooks Pro

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.

How To Add Items In QuickBooks Pro

Step 16: Select Inventory Date

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

How To Add Items In QuickBooks Pro

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.

How To Add Items In QuickBooks Pro

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.”

How To Add Items In QuickBooks Pro

Step 2: Add An Item Name

Type your service’s name or number.

How To Add Items In QuickBooks Pro

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 proper service item.

How To Add Items In QuickBooks Pro

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.

How To Add Items In QuickBooks Pro

Step 5: Add Service Rate

Enter the rate you charge for this service.

How To Add Items In QuickBooks Pro

Step 6: Choose Tax Settings

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

How To Add Items In QuickBooks Pro

Step 7: Select Income Account

Select a default account where your income will be recorded.

How To Add Items In QuickBooks Pro

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.

How To Add Items In QuickBooks Pro

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. If you have any further questions, leave a comment below and we’ll do our best to help you.

Chelsea Krause

Chelsea Krause is a writer, avid reader, and researcher. In addition to loving writing, she became interested in accounting software because of her constant desire to learn something new and understand how things work. When she’s not working or daydreaming about her newest story, she can be found drinking obscene amounts of coffee, reading anything written by C.S. Lewis or Ray Bradbury, kayaking and hiking, or watching The X-Files with her husband.

Chelsea Krause

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