QuickBooks Online: Out with Tags, In with Custom Fields

PLEASE NOTE: QuickBooks Online has extended its support deadline for its Tags feature from May 1 to May 16, 2025. The Tags feature is being replaced by their new Custom Fields feature. In addition to QuickBooks Online, QuickBooks Ledger and Intuit Enterprise Suite (IES) will also no longer support tags.

Beginning May 1^st, 2025, QuickBooks Online will replace the Tags feature with their new Custom Fields, a new versatile alternative to tags. Custom fields are functionally the same as tags but with more reporting capabilities. Before we dive into what custom fields can do, please take note of the following dates if your business utilizes tags on QuickBooks Online:

• February 5 – March 7, 2025: Users may migrate tags to custom fields.
• March 8 – April 30, 2025: Tags will be locked as read-only and can no longer be edited. Be sure to download reports for tagged transactions for your records.
• May 1, 2025: Tags will be removes from QuickBooks Online; you will no longer be able to run reports for tagged transactions.
  

With custom fields, you will be able to capture data that’s important to your business and gain insights into how a particular aspect of your business is performing.

For example, if you operate a car dealership, you could create a “Sales Representative” custom field. Whenever a sales representative makes a sale, you can now mark each sales invoice with the sales rep’s name. Now, you can run a report to see every sales invoice that the sales rep, David, has made this year.

Custom fields are extremely versatile and can be used for both sales and expense forms. Some examples include sales receipts, invoices, estimates, credit memos, and refund receipts. Additionally, once you have created important custom fields for your sales and expense forms, you can also utilize the following additional features:

• Sorting items by a custom field
  • So, you can organize and scan the report easily
• Group items by a custom field
  • So, you can see the activity and totals for the same type of item in one place
• Filter items by custom field
  • So, you can see just the date you’re interested in

It’s important to note that custom field availability varies by your QuickBooks Online plan. Depending on your plan, you will be limited on the different custom fields you can create.

See the chart below for details on the number of different custom fields you can create:

If you have any questions about how the removal of tags will affect your business, be sure to contact your Porte Brown advisor for more information.