WSW - Podcast Custom Fields: QBO Changes in 2025 and Practical Limitations
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[00:00:00]
Introduction and Greetings
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Dan DeLong: Welcome to another workshop Wednesday, casual conversations for Serious Workflows brought to you by school of bookkeeping.com, which is all about learning QuickBooks your way. Hi Rachel. How are you?
Rachel Dauchy: I'm good. How are you?
Frustrations and Data Projects
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Dan DeLong: I'm a little [00:01:00] frustrated, but I, but we talked a little bit before that. I just,
Rachel Dauchy: what did I miss? What did I miss? By the way, that's Hamilton.
Dan DeLong: I want to be you in the room where it happened.
Just trying to think of a tie in anyway, yeah, so I'm working on a, data project and it's just not working.
Rachel Dauchy: Oh, that's what's your for? I, okay. I, thought you were frustrated without something else. Okay. No I, would be too.
Introduction to Custom Fields
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Dan DeLong: But today we're, actually gonna be talking about custom fields.
So the question of the day is, how do you use custom fields? What do you find using custom fields leads to when you're talking and, working with a customer? Rachel?
Rachel Dauchy: I love custom fields. I love that, that they're there except [00:02:00] for what I really want is to add columns on the sales forms, and I know you can't necessarily do that with custom fields, so my opinion on that is it's great, but I wish that it could do more.
Dan DeLong: Yeah. Yeah. It's it's typically and, it's not just QuickBooks, it's other applications too, right? Where, the, out of the box functionality boils down to here's, the things that you can do inside of in the workflows that you can do to track your business.
But it's typically the business then says, but we do it this way, or We need Yeah, exactly. We need, there's always
Rachel Dauchy: seems to be some type of limitations of the custom field. So it, for some people it's great. Some people it's not as helpful.
Dan DeLong: Yeah. And, most questions up to that nature of I need.
More than [00:03:00] what this program is allowing me to do falls into some form of customization and one of the. Out of the box options is custom fields, right? If we need to track our items or, something extra that doesn't necessarily have a functionality tied into it, then, custom fields tends to be the answer.
Now QuickBooks Online, has custom fields, but there's been this. I dunno, the journey of custom fields and QuickBooks online has had its twists and turns, right? Yeah,
Rachel Dauchy: and I know from what you've, we've discussed here on the workshop is then there's. Another twist is that when people are converting from desktop to online Yeah.
There's certain limitations of what can be [00:04:00] brought over with custom fields as well, so it can get pretty complicated.
Dan DeLong: Yeah.
Custom Fields in QuickBooks Desktop
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Dan DeLong: So if we just talk about the custom fields and desktop, you have custom fields that you can use for customers, vendors. Employees other names, which is just another name a list, which, isn't one of those three.
It's just like miscellaneous names. Usually it's like partners and things like that, that aren't necessarily one or the other. And then you also have custom fields that you can assign to items, right? And in, in desktop, all of those custom fields can flow into reports and all of those custom fields can turn, can flow into, the, template customizations, meaning that what and send out of QuickBooks, whether it's an invoice, sales receipt, pick list. You have all sorts of different templates that you can [00:05:00] modify and you can add these custom fields on it, and once. And what ends up happening is that there's a custom field that's associated with a list, right? So a simple thing is like their birthday, right?
Rachel Dauchy: I wanna
Dan DeLong: know that customer's birthday.
So then you can run reports and see whose birthday is this month so I can send them something, right?
Rachel Dauchy: Yeah. That's a great thing to track.
Dan DeLong: Exactly. It's not something that's a, standard field, so you might wanna. Define that as a custom field. Now there's another layer of creating a custom field that.
In which you can define what that field actually is, right? So whether it's just a text field or a number field, or a date field or a dropdown, right? So that you have different options to. Yes. [00:06:00] Define what that custom field is and the reason that you want to define what that custom field is that because that trans, that field flows into transactions and subsequently reporting.
If you've defined your field as a date, for example, then. You can use date filters
Rachel Dauchy: Yes.
Dan DeLong: In your report, right?
Rachel Dauchy: Yeah. It's great. And a lot of apps have that same kind of building of custom fields and it's great. Man, do I wish that they had that in QuickBooks online?
Custom Fields in QuickBooks Online
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Dan DeLong: In advance you can do that.
You can define the kind of, oh,
Rachel Dauchy: I didn't know you could define the type of field in, in advance. Okay. That's cool.
Dan DeLong: So you can do that in, advance now. Because of the whole,
I can't even think of the word. I wanna say cluster, [00:07:00] whatever. With tags,
Rachel Dauchy: Charlie Foxtrot. Yeah. The whole tags thing. Yeah.
Dan DeLong: Because of that whole thing that the, change with, tags and then the backtracking of
Rachel Dauchy: Yeah. They took em away and then they brought 'em back. We talked about that here on the workshop.
Dan DeLong: Yeah. You can define one type of field. In all of the different versions of QuickBooks, and that's that dropdown because of and you can thank tags for that to being able to do that. So now all versions of QuickBooks online have this ability to define a custom field as a number, and a number or text.
I'm sorry, a text and number, text only. Excuse me. I should just show it. Or this dropdown, you don't have the ability to, do, to define all versions as a date. So that's the sole advantage [00:08:00] of. Advanced with, when it comes to defining fields is that you can define them as a date. Yeah. Which the power of custom fields is unlocked in reporting when you can actually use defined custom fields.
In the way that those fields actually are, right? Yes. So if you define a custom field as a number, then you can use operators and reporting to find, I wanna, I want this stuff that's greater than 10, for example. Yeah. So if so because you have defined the field as a number, anything that's in there, that's not a number, is not going to be part of that report filter.
Which
Rachel Dauchy: is super, super important because it's just you have to, have these built-in ways to filter out stuff so you can zero in on what you want. So the [00:09:00] otherwise you're just combing through. Just tons and tons of junk or you're having to export to Excel and then, which is the way that I always do it.
And have done for a long time, pivot table, what you need. And that's just, it's really nice to be able to build your report to pull what you need instead of having to export.
Dan DeLong: Exactly. There is now a difference between. So you get things that are defined and there's like a, oh, I don't know where I saw something in the background.
I'm like, what is that? Sorry. I'm just a very distractible today.
Limitations and Enhancements
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Dan DeLong: I so you the, advantage of defining your fields is that you can then minimize mistakes, right? If you define a field as a date, for example, and [00:10:00] then or sorry, if you want to use it as a date, we'll use this example of the birthday, but it's defined as a free text field.
Then people typing in 1231 1955 or 1231. 55 or 12 dash 31 so you end up having
Rachel Dauchy: Yeah. Or somebody could type out, yeah. December 4th, 1955. And you're, you have unlike items, so how can you build a report like that? No. So
Dan DeLong: the report is going, the reporting filter is not useful if you cannot define it for what you want to use it for.
Yeah. Now, if that's okay, if you don't mind that, by all means you can just use that as and, if you just wanna see all of them and then make your changes, you certainly can. I
Rachel Dauchy: don't know who would ever want that. That would be a total lunatic to me. [00:11:00]
Dan DeLong: So now now what we're getting to with the, the.
changes that have occurred as far as custom fields and in QuickBooks Online is that, there's a difference between a custom field that is, that you associate with a customer and that custom field finding its way to a transaction. Yeah. Again we use this example of the birthday, right?
If for whatever reason you wanted to have the customer's birthday show up on the invoice, then that's different, right? That is a custom field that flows to transactions. And so most common uses are, preferred delivery method or
Rachel Dauchy: Yeah.
Dan DeLong: Prefer some kind of [00:12:00] preference that you want to have flow into the transaction, maybe or, like maybe
Rachel Dauchy: wholesale versus retail customer Yeah.
Or something that, that's something that comes up for me often
Dan DeLong: Is, a common thing there. Customer type is a. It's a little bit of a gray area because there is a customer type dropdown, and not necessarily a custom field, but there is oftentimes a need for the custom field that's on the list element, whether it's the customer vendor or employee to flow into a transaction of some sort.
So the change is. Let me share the screen, where to go. All right. So in, just in July custom fields have gotten a, slight increase. The BOG article says a major overhaul, but [00:13:00] it's now you can have, they're up to 30 custom fields on customers. So you all versions of QuickBooks as of July, 2025, QBO subscriptions except for Ledger, right?
So Ledger doesn't get anything, but Ledger doesn't have customers. So there's a reason. You can add up to 30 custom fields to customer profiles and these can include text number. Date and dropdown fields with up to
Rachel Dauchy: Very cool.
Dan DeLong: So basically all of the things that you could do in advance, you can now do on your customers up to 30 different times.
So you can have all sorts of different, customizations for your customers. In QuickBooks online, but there's always a button,
[00:14:00] right? You can't use those on transactions.
Rachel Dauchy: Certain things you might not wanna put on transactions like internal customer ratings.
Dan DeLong: Exactly. These, you're gonna have up to 30, 30 new fields that you can add to your customers, right? So this adds all sorts of different things that you can do in as far as your customers are concerned.
And it's for all versions. So even simple start, you can have 30 custom fields, however, the version that you're using will. Allow we'll, block you or not allow for some of those transac those custom fields to show up on transactions. So this here is, the catch here is that even though you can create up to 30 custom fields on customer records, the number of custom [00:15:00] fields you can actually use on transactions like invoices or sales receipts and bills still limited by your QBO subscription.
Simple start. You've got 30 customer, field, customer custom fields that you can define, but you can still only use one.
Rachel Dauchy: That's weird.
Dan DeLong: Fields on the trans essentials is for pluses, for an advanced is 12. So
Rachel Dauchy: why would they even have made it all the versions to have 30? It must have been like, it was easy to apply it to all of them, so they just did it but I don't know.
That seems weird.
Dan DeLong: It is. It is. It is. It's, it is yeah, it's very perplexing as to why this change occurred and what you can actually do with it. So your reports. That are gonna be [00:16:00] enhanced by this 30 Custom fields is really only the customer contact list, right? So the, lists that you'd be running, that, that look at your customers can be filtered or added.
These columns can be added, but the, challenge is if you want. If that if you're running reports that are looking at transactions and trying to filter for custom fields of the customer that were used on the transactions, you'll be sorely disappointed.
Rachel Dauchy: Yeah. And it's weird. And then that's also who is gonna have a million zillion customers in Simple start that they could utilize 30 custom fields and wanna, sort things that way. And then really only, sorry, the way that I'm trying to explain it is, it seems if somebody would. Have made for [00:17:00] that kind of complexity. They wouldn't be in Simple start, they would be in something maybe a little bit, right?
Dan DeLong: Yeah
I'm, not quite sure why simple start gets, the, it was, yeah.
Yeah. We would just be speculating and, as Landon is saying correctly in the comments. I don't know why I can't show it here. Show it. Oh. This is not joint, I guess apparently. No, I can see it.
Rachel Dauchy: Yeah. He said who would've thunk. I know. Yeah. And it's weird, it's it almost feels like somebody like flipped on the switch for 30 in all of the, subscription levels and then somebody else said, no, wait a minute, we have to only allow.
But one per transaction for simple start and two for the next or something. Yeah. I Now you don't have it on your screen anymore, but,
Dan DeLong: Simple start got this one because of the tags, right? Yeah. I think it again, I'm just speculating, [00:18:00] not sure no one has told us yay or nay as to why, likely, it's probably easier to just give it to all subscriptions rather than, making some kind of limitation. That's what I'm saying.
Rachel Dauchy: Yeah. It's probably somehow, like in their, the way that they code it or whatever, it's probably easiest to just apply it to all of 'em.
Dan DeLong: So when you need more custom fields, then.
What these custom fields will allow you to do that this is where you're you're looking at some other method. That's
Rachel Dauchy: where we get use of from crafting clouds.
Dan DeLong: And I was I, thought about asking asking 'em to join, but unfortunately he couldn't join us today.
But this is where something like method, adding that. [00:19:00] Enhancement to QuickBooks Online is so powerful, right? Yeah. Because it is the ability to synchronize custom fields back and forth between Method and, QuickBooks Online you can do that. So you can basically use, utilize these 30 custom fields and send them over to Method.
But now in Method you can actually use them on transactions or you can use them elsewhere. So it kind of unlocks. It, it takes it to the next level being able to utilize something. And then this will then allow you to, you can then create your own custom reports based off of those custom fields in methods.
Rachel Dauchy: Yeah. Yeah. And in the auto industry, they call it aftermarket.
Dan DeLong: Upgrades. There we go. It's
Rachel Dauchy: I always have to bring it back to the auto industry because of my husband. There's certain things that come stock [00:20:00] in QBO and they're an OEM and unfortunately we've gotta take it to the aftermarket to customize it and add exhaust and slant it, and add tires and add rims and all kinds of stuff.
Dan DeLong: QuickBooks online is a Jeep. Yes.
And we want to trick it out so we get more ducks.
Rachel Dauchy: Yeah, of course. We have to darken the windows and add a spoiler and
Dan DeLong: change
Rachel Dauchy: thes,
Dan DeLong: change the fenders and. Of course give it an angry face.
I've seen those. So that but honestly, that's what really is it? Juice behind you and it looks angry at you?
Rachel Dauchy: Yeah, exactly. That's what I really like about QBO though is, a lot of people I feel get frustrated and it can only do this, it can only do that well, come on. We can customize it in all kinds of different ways. And it's really [00:21:00] I love it because then you can just be creative and you can connect it with all kinds of different things. And so for, people like me that are a little on you, that are a little more tech, knowledgeable and stuff like that, and then we get.
People that really know what they're doing, like Yusef and Method, then you can really create some cool stuff.
Dan DeLong: Yeah, I've, I've turned a few people on to clients to, to method and it's like they, it's the tip of the iceberg. Like we're with things that you can do inside, of QuickBooks online because.
People are in like these are, this is the way I'm going to run my business, but there's really so many other. Specialized workflows and things in their, business that
Rachel Dauchy: Yeah.
Dan DeLong: That they really can utilize. [00:22:00] Something just as simple as I need a way for my customers to, to log into a portal online and make payments.
A lot of people who aren't using something like Method, we'll will ask us a lot the, same question over and over. How do I put a link for QuickBooks payments on my website?
Rachel Dauchy: Yeah.
Dan DeLong: That's not solving for, what you're actually solving for is you're looking for a customer to be able to log in and be able to make payments.
Rachel Dauchy: Yeah.
Dan DeLong: And if you've got a transaction for them, a customer portal would, actually solve that. And then you'd be able to make. They can log in on their own and make payments rather than just clicking a link on a button that says make a payment.
Rachel Dauchy: Yeah, and if you think about it, not even just QuickBooks online really any ERP out there that's cloud-based, they're all, they all allow for customization.
[00:23:00] And that's just the way it is now. Instead of a desktop software that kind of comes the it is what it is. The, there isn't really any way to make any changes to it. We're moving away from that at this point.
Dan DeLong: These, custom fields as they, it is an enhancement inside of, QuickBooks Online.
It's just buyer beware yay, I can use 30, 30 custom fields, but only for customers and it's not gonna be in your transactions. Now that may change, right? So maybe they're laying the groundwork
Rachel Dauchy: for Yeah, it seems like they are. It seems like they are, because I just think that there's the potential to have so much more customization and people do that about desktop.
And I do think that if they're smart, they'll add some more of that. [00:24:00] In plus at least.
Customer Hub and AI Integration
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Dan DeLong: I just was thinking, that we were talking about the, some of the changes yesterday on the QuickBooks Power Hour and we were talking about, and I was doing some research on the customer hub which is an agent that's in essentials, where.
When you connect it to your Gmail and or your Google account, QuickBooks is now gonna be able to find leads and prospects out of your email and associate, how warm they are. So maybe this is a hot lead. Bless you. Excuse
Rachel Dauchy: me.
Dan DeLong: You're allergic to the customer of
Rachel Dauchy: Yeah, I am.
Dan DeLong: I thought you were getting excited there for a second, but actually you were about to go.
I was like,
Rachel Dauchy: I, yay. I [00:25:00] don't think I can stop this sneeze.
Dan DeLong: Nothing worse. So I can
Rachel Dauchy: search through your email and, yeah. Find potential needs. Yeah.
Dan DeLong: If you connect we'll probably have to, yeah. Do a little bit more deeper dive on another workshop, but basically you can connect your your, Google or Gmail account to to through QuickBooks, and it will look back for the last 30 days and continue to, look for.
Prospective people that is that are, interested in your services. And what it will ultimately do is flag them for oh, okay. And maybe you, should follow up with this person. And then it will put, it will assign based on ai yeah, the temp, the temperature of the lead.
Because if they say, Hey. I want to buy QuickBooks from [00:26:00] you and set up a e-commerce store, right? That's a pretty hot lead for you.
Rachel Dauchy: Yeah. And then also, but if they say,
Dan DeLong: I would like to pick the tires. I, would like to have a consultation with you that's a little less of a hot lead than,
Rachel Dauchy: yeah.
Yeah. And then it's really cool because if you've. Built some kind of sales funnel and you've got leads coming into your email. Or like me on my website, I have it'll send me an email if somebody has inquired on my website. So there's all kinds of connectivity going on. That it'll help in case maybe you miss something and then it can bring it in there.
That is really cool. I love that. So it's looking for keywords, right?
Dan DeLong: Yeah. It's looking for a certain. Demeanor of conversation, right? Like this whole thing of AI and large [00:27:00] language model, it's, looking for more than a particular keyword. I'm sure a keyword is part of it, but it's probably being able to determine based on an email.
What the customer is trying to
Rachel Dauchy: Yeah. Trying
Dan DeLong: to get. Yeah.
Rachel Dauchy: That's really cool. So if they if there's an email saying, do not ever contact me again, I hope it won't bring that one in there.
Dan DeLong: Yeah. I'm pretty cu I'm wondering with all of the scammy, people that I've seen on online where they have, they've gotten these requests for a consultation. Yeah. We get those a lot through the pro-advisor site. It's
Rachel Dauchy: yeah. Yeah. Unfortunately, a lot of those company I'm working
Dan DeLong: With
a production company and they need help training in two days and we're going pay you an absorbent amount [00:28:00] of money if it will actually start to realize that those are scammy.
Oh, I would think
Rachel Dauchy: so. Yeah I, yeah. Do not contact me hotly. Yeah, I would think so. 'cause we get those all the time and then they change up their, type of scam and then it becomes, similar. But usually they always say, we, here are three days to choose from, to meet with us. And even though it's slightly different, they still have the three day format.
And I'm like, oh, I'm not falling for this again. Yeah.
Dan DeLong: Yeah. And then you meet up with them and there's some Nigerian prints.
Rachel Dauchy: Or they, only wanna pay you in gift cards,
Dan DeLong: right? Yes. I need, gift cards. That's really all we wanted to talk about today, about custom fields. It is it is something to be aware of, right? That that [00:29:00] in and likely with the. Onset of this customer hub. It may allow you to create these custom fields, or it may create these custom fields for you, for for all of this kind of stuff.
Remains to be seen what actually this may turn into and as to why 30 was the numbers that was given.
Rachel Dauchy: Yeah I don't know. But you know what, it's interesting though that really a lot of this is still. In the spirit of database building, it's not it like it, you still have to put in.
To that work to create the output that you want. And so even though AI is still involved in things and very helpful and, moving into certain parts it's still. Takes a lot of work to [00:30:00] build the outputs that we want and, this is all still part of it.
So it's, things are still not like at the touch of a button and give me exactly what I want. We're not there yet. Yeah.
Dan DeLong: Yeah. And, as you'll see with inside of QuickBooks, as these AI agents start to. Run interference on your normal day-to-day things. I, yeah, I all sorts of posts about, now my, all my Sam's Club went to health insurance.
Yeah. Stuff like that, where it's like a, step back in order to move forward. I think we're in that. Grace period. Yeah. Where technology and it's not as accurate as now we would think, and then we're doubting we're doubting it. But think of like how easy it [00:31:00] was to spot AI generated images.
Just a year ago. People with hands were an issue, right? Where people had six fingers or missing appendages or they, they were backwards things like that. And, then now it's like getting really hard, to determine what is real and what's not.
As far as what's, I still feel
Rachel Dauchy: like I can tell, but I don't know. It's but I, do think that although it, those, it is improving, but I still think that always remember it's still, even if that stuff does improve, it's still a tool. It's not going to do the job for us. Yeah. And oh, and by the way, I, yesterday I saw this.
Automation and AI in Accounting
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Rachel Dauchy: Thing on social media, and it was like the top 100 jobs that will likely be replaced by some type of [00:32:00] automation or ai. And then the 100 jobs least likely, and those were roofing and, things like that.
In the top 100 jobs that are likely to be replaced by AI accounting wasn't even the top 100.
And so I know a lot of. The chatter in the accounting world is, oh my goodness, but I don't think anything's gonna be completely replaced. I think that this has become, at least for me, a very handy tool. But man, I'm still building things that I need the output that the way that I want it, and.
There's no way I could have AI do it all. I can have it help me in some sense. And like for example, I was talking with you about this earlier. We're about to embark on this cleanup and rather than posting all the entry by hand, I can just import it in. It's a great tool. Like fantastic.
I can import it in, but I've [00:33:00] still gotta do the work.
Dan DeLong: Yeah. Yeah. And then it becomes, if you're doing busy work, right? I'm thinking of a project that I had where there was duplicated items brought in by another application and all we, and we had to merge them manually, right?
There was 10,000 items. Just, say there was 2000 items and we had to merge them. About a hundred in is where you start. There's gotta be a faster way
Rachel Dauchy: Yeah.
Dan DeLong: Than doing this individually. And this is where. You start to question, and then you start to go down this rabbit hole of what else could do this?
And then meanwhile, you're wasting time that you could have gotten a hundred, [00:34:00] 200 and more if you had just done it manually while you're going down this rabbit hole trying to find a better way. And then, yeah.
Rachel Dauchy: Yeah.
Dan DeLong: This back and forth of. Is the juice worth the squeeze when it comes to finding a better way to do things?
And is it going to be something, are they all one-offs? So do I, find something that solves for this? And this is the only thing I can use it for. And then you end up being like okay, that was a waste of my time to save Yeah. Time on this job.
Rachel Dauchy: Exactly. And I think in for example this one that we're going to start working on, it it is a bit of a, sorry, the word I'm thinking, I'm trying to think of the word I want. Not fast or rushed, but a bit of a sense of urgency. And if I wasn't [00:35:00] able to use automation, it would take me.
10 times as long. Yeah. So I'm able to deliver a quality, product to the customer faster. I still have to do the actual accounting and make sure that it's correct, but I can cut down on the data entry like. So much more efficiently than I would've before. So for me, it's all it at this point, I've been using automation and AI for a long time, and I'm pretty, pretty skilled with it.
And, even for me, it's not replacing what I'm doing. It is adding. Much like the way that we think about, an iPhone before we had three, four different products, it's now been combined into one thing. It's more efficient. We were supposed to gain all this time, but now all we're doing is scrolling on these iPhones.
You don't, you have to take it with a grain of salt. So I do [00:36:00] think that if people can make them, I, this is launched into a whole other conversations, but if people can be a little bit more creative and display their worth oh, hey, now I'm more efficient, but I can also add on this for you just show I.
Still worth the investment than I, I don't think it's gonna replace anybody. It's really gonna enhance, I think yeah. The, deliverables that Yeah. That we can do for our clients.
Dan DeLong: And it really just boils down to what are you doing with the time that you're saving, right? Yeah.
'cause this is, when we talk about, I, I can't remember the guy's name, but it's the hierarchy where you have, urgent and important, right? Like the things in the world that are urgent and there are things in the world that are important and we end up getting stuck on urgent and important rather than, [00:37:00] not urgent, but important.
'cause those are typically the things that are worth. Do we? But, we end up being this fireman of trying to out fires all the time. Putting
Rachel Dauchy: out fires. Yeah.
Dan DeLong: But if you add this other layer of significance to urgent and importance, then it makes it more clear how saving time will allow you to move from urgent and important to.
Not urgent, but still important.
Rachel Dauchy: And those are, yeah, mean, set a more creative space where you can actually like, oh, this is neat I can learn about this, put this together. Think about your. You're working a different way. If you're a business owner, you can imagine different things and you're not constantly stuck in Right.
The putting out fire mode and, I, so I'm a big fan. Yeah. Oh, I was gonna say something else, but Oh, [00:38:00] forgot. Yep.
Dan DeLong: Apparently it wasn't important, but it became urgent because it came up.
Rachel Dauchy: I know.
Dan DeLong: All right.
Conclusion and Next Week's Topic
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Dan DeLong: So next week we're going to be, I just created it and I can't remember what it's,
Rachel Dauchy: oh, it's it's Modern Reports.
Modern
Dan DeLong: reports, yeah. So we're gonna talk about how these custom fields flow into reports and we'll talk about some of the gripes and concerns about the modern report view, that we wanna lay that out and talk about that next week on the workshop. So thank you for joining us this week and we hope you all have a, great week and we'll see you next time on the workshop Wednesday.
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