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Quickbooks Accounts & Items Example

Below is an example of how a set of Items and accounts were set up for an upholstery business. This list just gives you a starting point. You won't need them all. Only pick and choose the accounts and the items that would be appropriate for your business or for your needs.

Create the accounts first, because when you create the items you will need to choose which account each item is connected.

Both the items and accounts have parent  items/accounts and child items/accounts, which are separated with a colon ":". So, that means, in the example below of  the Accounts of "Sales:Auto Upholstery" you first create an account called "Sales"(which will be the parent account), then later you create another account called "Auto Upholstery" and mark it as a subaccount of "Sales". Similarly, in another example, that of the items "Dec items:Accessories" you first create an item called "Dec items" (Decorating) . Then create another item called "Accessories" and mark it as subitem of "Dec items".

Here is an example of the items (on the left) as shown in the Quickbooks Items & Accounts listing at the bottom. Although they are listed as in the left below, you should understand them as in the right column. The "Dec items" is the parent item and the other items below are subitems. (The Acounts work the same way.)

Items as Listed in Quickbooks Items as shown in a typical outline
Dec items
Dec items:Accessories
Dec items:Alterations
Dec items:Bed Access's
Dec items:Cascades
Dec items:Cornice(s)
Dec items:Cornice(s):Pattern Match
Dec items:Cornice(s):Additions
Dec items:Cornice(s):Alterations
Dec items:Cornice(s):lining
Dec items:Curtains
Dec items:Extras
Dec items:Panels
Dec items:Shades-Window
Dec items:Swags/Cascade
Dec items:Throw Pillow
Dec items:Valance(s)

Dec items

  • Accessories
  • Alterations
  • Bed Access's
  • Cascades
  • Cornice(s)
    • Pattern Match
    • Additions
    • Alterations
    • lining
  • Curtains
  • Extras
  • Panels
  • Shades-Window
  • Swags/Cascade
  • Valance(s)

 

Disclaimer:  I am not an accountant, so check with your own accountant for proper set up of accounts and items for your particular Quickbooks Company File.

 

Quickbooks Items and Accounts
Item:Child-items Description Type Account:Child Accounts
Auto & Vehicle Upholstery autos, trucks, tractors, ATV's, etc Service Sales:Auto Upholstery
Auto & Vehicle Upholstery:Additions   Service Sales:Auto Upholstery
Auto & Vehicle Upholstery:Repairs & Alterations   Service Sales:Auto Upholstery
Consultation In shop consultation Service Sales:Consulting
Boat Upholstr   Service Sales:Boat upholstery
Boat Upholstr:Extras   Service Sales:Boat upholstery
Dec items   Service Sales:Wholesale Decorators
Dec items:Accessories   Service Sales:Wholesale Decorators
Dec items:Alterations   Service Sales:Wholesale Decorators
Dec items:Bed Access's   Service Sales:Wholesale Decorators
Dec items:Cascades   Service Sales:Wholesale Decorators
Dec items:Cornice(s)   Service Sales:Wholesale Decorators
Dec items:Cornice(s):Pattern Match   Service Sales:Wholesale Decorators
Dec items:Cornice(s):Additions   Service Sales:Wholesale Decorators
Dec items:Cornice(s):Alterations   Service Sales:Wholesale Decorators
Dec items:Cornice(s):lining   Service Sales:Wholesale Decorators
Dec items:Curtains   Service Sales:Wholesale Decorators
Dec items:Extras   Service Sales:Wholesale Decorators
Dec items:Panels   Service Sales:Wholesale Decorators
Dec items:Shades-Window   Service Sales:Wholesale Decorators
Dec items:Swags/Cascade   Service Sales:Wholesale Decorators
Dec items:Throw Pillow   Service Sales:Cushions & Pillows
Dec items:Valance(s)   Service Sales:Wholesale Decorators
Equipment Repairs   Service Repairs:Machinery Repair
Labor   Service Sales:Upholstery
Labor:Alterations   Service Sales:Repairs
Labor:Cushions   Service Sales:Cushions & Pillows
Labor:Cushions:Alterations   Service Sales:Sewing
Labor:Cushions:filling   Service Sales:Cushions & Pillows
Labor:Cushions:lining   Service Sales:Cushions & Pillows
Labor:Cushions:Extras   Service Sales:Cushions & Pillows
Labor:Cushions:Repairs ..Labor:  charge is for sewing of the cover only. There will be an extra charge for any repairs to foam or padding, or any other work. Service Sales:Cushions & Pillows
Labor:Extras   Service Sales:Upholstery
Labor:Extras:Cushion Covers   Service Sales:Upholstery
Labor:Extras:Arm covers   Service Sales:Upholstery
Labor:Extras:Assembly   Service Sales:Upholstery
Labor:Extras:Attached cush Extra charge for Attached cushions Service Sales:Upholstery
Labor:Extras:Button tuft'g   Service Sales:Upholstery
Labor:Extras:buttons   Service Sales:Upholstery
Labor:Extras:Channel back   Service Sales:Upholstery
Labor:Extras:Channels   Service Sales:Upholstery
Labor:Extras:Head Covers   Service Sales:Upholstery
Labor:Extras:Matching Patt   Service Sales:Upholstery
Labor:Extras:Matching Patt:Moderate Matching   Service Sales:Upholstery:Pattern Match
Labor:Extras:Matching Patt:CenterPattern Extra charge for Center Pattern Match on ..... Center patterns as much as reasonably possible. Patterns will be centered on each piece and on the runners, as much as reasonably possible, as determined by the upholsterer.  (in some cases some patterns m... Service Sales:Upholstery:Pattern Match
Labor:Extras:Matching Patt:Flow Match Extra charge for Flow Pattern Match on ..... Match patterns as much as reasonably possible.  (some patterns may not be fully matched in some instances.) Welts will not be matched. If requested Welts can be made out of a different fabric, if different f... Service Sales:Upholstery:Pattern Match
Labor:Extras:Matching Patt:Plaid Match Extra charge for Plaid Pattern Match on ...... Match patterns both ways as much as reasonably possible.  (some patterns  may not be fully matched in some instances.) Welts will not be matched but are to be cut on the diagonal or can be made out of diff... Service Sales:Upholstery:Pattern Match
Labor:Extras:Matching Patt:Stripe Match Extra charge for Vertical Stripe Pattern Match on ..... Match stripes vertically as much as reasonably possible.  (some stripes may not be fully matched in some instances.) Welts will not be matched but are to be made out of one of the stripes, or colo... Service Sales:Upholstery:Pattern Match
Labor:Extras:Matching Patt:Unmatched Unmatched. Unless specifically otherwise stated, all labor charges are for using fabrics than don't require any matching of fabric patterns. Extra labor charges apply, and extra fabric will be needed, when we use fabrics that need any type of matching. Service Sales:Upholstery
Labor:Extras:Matching Patt:VerticleMatch Extra charge for Verticle Pattern Match on .....Align pattern vertically as much as reasonably possible. (This is not a flow match) (some patterns may not be fully vertically matched in some instances.) Welts will not be matched but are just made out o... Service Sales:Upholstery:Pattern Match
Labor:Extras:Seam binding *Seams may be bound with 1 of 3 methods (sewing the edges, using a seam binding fabric, or using an adhesive), depending on what we think is most appropriate in regards to the type of fabric, application, or availability of supplies, etc.  ..... Per ft... Service Sales:Upholstery
Labor:Extras:Skirt   Service Sales:Upholstery
Labor:Extras:Throw Pillows   Service Sales:Cushions & Pillows
Labor:Extras:Trim, custom   Service Sales:Upholstery
Labor:Frame   Service Sales:Upholstery
Labor:Frame:Frame Alterations   Service Sales:Upholstery
Labor:Frame:Frame repairs   Service Sales:Repairs
Labor:labor on foam Labor to cut, shape, glue, etc. the foam to a furniture frame Service Sales:Repairs
Labor:Repairs   Service Sales:Repairs
Labor:Rush Fee   Service Sales:Upholstery
Labor:RV   Service Sales:RV Upholstery
Labor:RV:RV Furniture   Service Sales:RV Upholstery
Labor:RV:extras   Service Sales:RV Upholstery
Labor:RV:Goucho Beds RV goucho bed (folding cushions  that are connected), recover only, re-use existing foam,  seat cushion aprox " X  " X  " thick - back cushions aprox size "X "X " thick Labor each Service Sales:RV Upholstery
Labor:RV:RV Uph-Labor RV cushions, recover only,re-use existing foam, aprox size  " X  " X  " - Labor each Service Sales:RV Upholstery
Labor:Sewing   Service Sales:Sewing
Labor:Slipcover   Service Sales:Slip Covers
Labor:Slipcover:Cushions   Service Sales:Slip Covers
Labor:Slipcover:Extras   Service Sales:Slip Covers
Labor:Spring Repair Retieing or repairing springs in furniture Service Sales:Repairs
Labor:Upholster   Service Sales:Upholstery
Labor:Upholster:Alterations   Service Sales:Upholstery
Labor:Upholster:Chairs   Service Sales:Upholstery
Labor:Upholster:Extra Work   Service Sales:Upholstery
Labor:Upholster:Frame Prep   Service Sales:Upholstery
Labor:Upholster:Sofas   Service Sales:Upholstery
Labor:Upholster:Sofas:6 cushion sofa Labor to recover 6 cushion sofa, with 3 seat cushions and 3 back cushions, no skirt, not buttons. Service Sales:Upholstery
late fee   Service Winters Sewing 2 Checking
Note   Service Sales:Other
Other Income   Service Other Income:Miscellaneous Income
Outdoor   Service Outdoor
Outdoor:Outdoor cushions   Service Outdoor
Prof Mem. Professional Memberships Service Dues and Subscriptions
Refinish-Sub   Service Sales:Refinish/Repair
Shop   Service Time
Shop:Clean   Service Time
Time   Service Time
Time:Journal   Service Time
Thread   Inventory Part Sales:Supplies
Thread:Star Ultra De   Inventory Part Sales:Supplies
Thread:Star Ultra De:368 Lt. Blue #6 Polyester thread, 4 oz. spool / size DB92 Inventory Part Sales:Supplies:Thread
Thread:Star Ultra De:6162 White Inventory Part Sales:Supplies:Thread
Customer's   Non-inventory Part Sales:Other
Customer's:Leather Client provided leather. Non-inventory Part Sales:Other
Customer's:Customer supplied items   Non-inventory Part Sales
Customer's:Fabric yds of customer's own fabric. plain or all over design fabric, no matching required. (Extra charges apply and extra fabric will be needed if fabric has a design needing to be matched.)..Note: If this fabric is a loose weave or unravels easily, There wi... Non-inventory Part Sales:Other
Customer's:Vinyl yards of customer's own vinyl. plain or all over design fabric, no matching required. (Extra charge if fabric has a design needing to be matched.) Non-inventory Part Sales:Fabric
Discounts/Fab   Non-inventory Part Cost of Goods Sold:Fabric
Estimate   Non-inventory Part Sales:Other
Estimate:Fabric needed Yds of, plain or allover print, Fabric, needed for job. Allow more fabric & labor if the fabric you get is a plaid or fabric that requires matching. Non-inventory Part Sales:Other
Orders   Non-inventory Part Sales
Orders:Thread   Non-inventory Part Cost of Goods Sold:Thread
Orders:Leather   Non-inventory Part Cost of Goods Sold:Leather
Orders:Fabric FABRIC: Yds of Pattern:   / Color:  / Number: / Sample Book:  / From Company:..Note: Extra charge if we match patterns...Also, if this fabric is a loose weave or unravels easily, There will be an extra charge if we bind the seams...We reserve the right... Non-inventory Part Sales:Fabric
Orders:Fabric-blank Yds of Pattern: _______________  / Color: ______________ / Number: __________/.... Sample Book: _____________ / From Company: ______________________..Note: Extra charge if we match patterns...Also, if this fabric is a loose weave or unravels easily, Th... Non-inventory Part Sales:Fabric
Orders:Foam FOAM: Piece(s) of new foam for  .... cushion(s), size  " X  "  X  " thick, grade:       or similar Non-inventory Part Sales:Foam
Orders:Hardware   Non-inventory Part Sales:Supplies
Orders:Loan Samples Loan Sample Non-inventory Part Cost of Goods Sold
Orders:Lumber   Non-inventory Part Sales:Lumber
Orders:Parts   Non-inventory Part Sales:Parts
Orders:Pillow Wrap   Non-inventory Part Sales:Pillow Wrap
Orders:Supplies   Non-inventory Part Sales:Supplies
Orders:Vinyl Yds of Pattern:   / Color:  / Number: / Sample Book:  / From Company: Non-inventory Part Sales:Fabric
Orders:Vinyl blank Yds of Pattern: _______________  / Color: ______________ / Number: __________/.... Sample Book: _____________ / From Company: ______________________ Non-inventory Part Sales:Fabric
Purchases   Non-inventory Part Cost of Goods Sold
Purchases:Parts   Non-inventory Part Shop items
Purchases:Personal Use Items withdrawan for personal use Non-inventory Part Cost of Goods Sold:Personal Use Account
Purchases:Fabric   Non-inventory Part Cost of Goods Sold:Fabric
Purchases:Foam new foam Non-inventory Part Cost of Goods Sold:Foam
Purchases:Lumber Lumber for Job Non-inventory Part Cost of Goods Sold:Lumber
Purchases:Shop Items   Non-inventory Part Shop items
Purchases:Supplies   Non-inventory Part Cost of Goods Sold:Supplies
Purchases:Supplies:Cotton Battng   Non-inventory Part Cost of Goods Sold:Supplies
Purchases:Supplies:glue/adhesive   Non-inventory Part Cost of Goods Sold:Glue/Ahesive
Purchases:Supplies:Hardware   Non-inventory Part Cost of Goods Sold:Hardware
Purchases:Supplies:Pillow Wrap   Non-inventory Part Cost of Goods Sold:Pillow Wrap
Purchases:Supplies:rodding 3/8" 3/8" metal rodding Non-inventory Part Cost of Goods Sold:Window Treatment hardware
Purchases:Supplies:Thread   Non-inventory Part Cost of Goods Sold:Thread
Purchases:Supplies:Trim   Non-inventory Part Cost of Goods Sold:Trim
Purchases:tools etc.   Non-inventory Part Tools, etc.
Sales   Non-inventory Part Sales
Sales:Extras   Non-inventory Part Sales:Extras
Sales:Fabric Yds of Pattern:           Color:      Number:  Sample Book:      From Company:..Note: Extra charge if we match patterns...Also, if this fabric is a loose weave or unravels easily, There will be an extra charge if we bind the seams. Non-inventory Part Sales:Fabric
Sales:Foam Piece(s) of new foam for  .... cushion(s), size  " X  "  X  " thick, grade:       or similar Non-inventory Part Sales:Foam
Sales:Lumber   Non-inventory Part Sales:Lumber
Sales:Parts   Non-inventory Part Sales:Supplies
Sales:Pillow wrap WRAP: add 1 layer of our standard pillow wrap, or other padding, over .... Non-inventory Part Sales:Pillow Wrap
Sales:Spring Cush's   Non-inventory Part Sales:Spring Cush's
Sales:Supplies SUPPLIES: Standard supplies to do job. (thread, staples, our standard amount of added cotton, dust cloth, tack strips, standard cording ..... (This does not include any additional non standard amounts or types of any supplies that may be needed. There ... Non-inventory Part Sales:Supplies
Sales:Supplies:Glue cost Cost of glue Non-inventory Part Sales:Supplies
Sales:Trim   Non-inventory Part Sales:Trim
Sales:vinyl   Non-inventory Part Sales:Fabric
Internet Pers Personal Internet use Non-inventory Part Owner's Capital:Draws:Occupancy-personal:Utilities:Internet-pers
Shipping to us costs of shipping freight to get products to us. Other Charge Shipping & Freight to us
Advertising   Other Charge Advertising
Advertising:Internet business website Other Charge Advertising:Internet Advertising
Advertising:Newspapers   Other Charge Advertising:Newspaper
Advertising:Newspapers:West Side Newspaper   Other Charge Advertising:Newspaper:West Side Newspaper
Advertising:Newspapers:Itemizer Observer   Other Charge Advertising:Newspaper:Itemizer Observer
Advertising:Telephone Books   Other Charge Advertising:Telephone Books
Advertising:Telephone Books:Explore Polk County   Other Charge Advertising:Telephone Books:Polk County Phone Directory
Advertising:Telephone Books:Polk County Phone Book   Other Charge Advertising:Telephone Books:Polk County Phone Directory
Advertising:Telephone Books:Dex Phone Directory Dex Yellow pages advertising Other Charge Advertising:Telephone Books:US West Dex
Advertising:Telephone Books:YellowBook Dirx YellowBook Directory phone book payment Other Charge Advertising:Telephone Books:Regional Directory
Owner's Equity Item   Other Charge Owner's Capital:Draws
auto insuranc To Personal Account to pay for auto insurance Other Charge Owner's Capital:Draws
Credit toward   Other Charge Other Expenses
Dues & Subscr   Other Charge Dues and Subscriptions
Freight   Other Charge Cost of Goods Sold:Freight
Freight:Packaging   Other Charge Cost of Goods Sold:Freight
Judie charge   Other Charge Professional Fees
Loan Sample   Other Charge Sales:Other
Loan Sample:Book Sample Book name or number:      From Company: Other Charge Sales:Other
Loan Sample:Collection Number of pages or samples:    From Company: Other Charge Sales:Other
Loan Sample:Page - single Pattern  or Number:   /From Sample Book:      /From Company: Other Charge Sales:Other
Occupancy   Other Charge Occupancy
Occupancy:Shop Space Shop/Business portion of house payment Other Charge Occupancy:Shop Space
Occupancy:House Payment House Payment to USDA-Rural Development - personal Other Charge Owner's Capital:Draws
Occupancy:Electric-Busi Electricity, Business Other Charge Occupancy:Utilities:Electric Business
Occupancy:Electric-Pers Electricity, Personal Other Charge Other Expenses:Owner's Occupancy Share:Electricity - Personal
Occupancy:Garbage-Busi Garbage - Business Other Charge Occupancy:Utilities:Garbage Business
Occupancy:Garbage-Pers Garbage - Personal Other Charge Other Expenses:Owner's Occupancy Share:Garbage - Personal
Occupancy:InternetServ Bus. Business Internet Service Other Charge Occupancy:Utilities:Internet Service-bus
Occupancy:InternetServ-Pers Personal Internet Service Other Charge Owner's Capital:Draws:Occupancy-personal:Utilities:Internet-pers
Occupancy:Nat Gas-busi Natural Gas - Business Other Charge Occupancy:Utilities:NatGas Business
Occupancy:Nat Gas-pers Natural Gas Personal - 78% - enter .78 in Quatity Other Charge Other Expenses:Owner's Occupancy Share:NatGas - Personal
Occupancy:Rent-Business Business rent Other Charge Occupancy:Rent-Business
Occupancy:Rent-Personal Personal Share of rent Other Charge Other Expenses:Owner's Occupancy Share:Rent - Personal
Occupancy:Phone-Business Business Telephone Other Charge Occupancy:Telephone-Business
Occupancy:Phone-Business:Bus. Fax line Business fax phone number Other Charge Occupancy:Telephone-Business
Occupancy:Phone-Personal Personal telephone Other Charge Owner's Capital:Draws:Occupancy-personal:Utilities:Telephone - pers
Occupancy:Water-Busines Water & Sewer for business Other Charge Occupancy:Utilities:Water-Sewer Business
Occupancy:Water - Pers Wate & Sewer for  personal Other Charge Other Expenses:Owner's Occupancy Share:Water-Sewer Personal
Office-Bus.   Other Charge Office Supplies
Office-Bus.:Computer Expense   Other Charge Repairs:Computer Repairs
Personal   Other Charge Owner's Capital:Draws
Refunds   Other Charge Miscellaneous
Retainer retainer applied Other Charge Retainers
service charg   Other Charge Service Charge
Shipping SHIPPING  and Handling charges on your fabric or other. Other Charge Sales:Other
Shipping:Cutting Charge   Other Charge Sales:Other
Tip/Bonus Tips & Bonuses Other Charge Other Income:Tips
Trip charge   Other Charge Sales:Trip Charge
Trip charge:Consultation   Other Charge Sales:Trip Charge
Trip charge:Delivery DELIVERY: Charge for 1 person, extra charge if 2 people needed. (no charge if customer brings furniture to our shop.) Other Charge Sales:Trip Charge
Trip charge:Measure-Fit'g Slipcover Measure &/or Fitting Other Charge Sales:Trip Charge
Trip charge:Mileage Charg   Other Charge Sales:Trip Charge
Trip charge:Pick up PICKUP: Charge for 1 person, extra charge if 2 people needed (no charge if customer brings furniture to our shop.) Other Charge Sales:Trip Charge
Trip charge:Service call   Other Charge Sales:Trip Charge
Visa Payment Personal Visal Credit card Payment Other Charge B of A Visa
Amount Due Amount Due Subtotal  
Reimb Subt Reimbursable Expenses Subtotal Subtotal  
Subtotal SubTotal ------------------------------------------->>>>>> Subtotal  
Phone/Internet Busines Telephone & Internet Group  
CustSlip COM Group   Group  
USDA - House Payments   Group  
Phone 000-0000 Group of personal & business Internet Service, & personal phone Group  
Rent Ind BusPer   Group  
Cush-Lab&Sup Cushion(s), Labor and supplies Group  
CushGroup   Group  
Electric-all Total Electric bill Group  
foam on frame foam & labor to put foam on frame Group  
Garbage-all Combined Personal and Business Garbage Group  
Gas-Nat-all Natural Gas all combined Group  
ISP Internet Service Provider charge Group  
Reimb Group Total Reimbursable Expenses Group  
Rent-all Total Combined Rent Group  
UphGroup Recovery Group  
Water-all   Group  
Discount   Discount Contra-Income
Barter Pay-Ju Barter pay from Client Payment Barter:Barter with Client
Deposit Deposit paid on job Payment Undeposited Funds
Payment-cash Payment by cash received Payment Undeposited Funds
Payment-check Payment by check received Payment Business Checking
Payment Rec'd Payment Received on Work Order Payment Undeposited Funds