How to Customize Remittance Advice Columns in QuickBooks Online

The Problem: One-Size-Fits-All Exports

If you send remittance advice to vendors, you know that not every vendor needs the same information. Some vendors want to see the memo field so they can match payments to their internal references. Others need the account number on file. And some just want the basics: bill number, date, and amount paid.

Until now, every remittance advice export from QuickBooks Online included the same fixed set of columns. There was no way to add context that a vendor specifically asked for, remove fields that cluttered the document, or reorder columns to match the way your team thinks about payment data.

This creates real friction:

Missing context. A vendor asks "what was that payment for?" because the memo or account number was not on the remittance. You end up answering the same question by email or phone.
Unnecessary clutter. Columns that are irrelevant to your workflow take up space and make documents harder to scan at a glance.
Format mismatches. Your internal process expects columns in a certain order, but the export does not match, so someone manually reorganizes it in Excel every time.

These are small annoyances individually, but they add up when you are processing dozens or hundreds of payments each month.

What Customizable Columns Solve

The Remittance Advice app now lets you choose exactly which columns appear in your remittance advice exports and drag them into any order you want. The configuration applies across all formats — PDF, Excel, CSV, print, and email attachments — so every document your vendors receive is consistent.

Toggle columns on or off. Enable the columns your vendors need. Disable the ones they do not. The default view stays clean unless you choose to expand it.
Drag to reorder. Put the most important columns first. If your vendors care about bill number and amount paid above everything else, move those to the top.
Three new optional columns. Memo, Vendor Account #, and Remaining Balance are now available. These were the most-requested fields from users who needed richer remittance documents.
One setting, all formats. Your column configuration applies to PDF exports, Excel/CSV downloads, printed remittances, and email attachments. No need to configure each format separately.

No disruption to existing users

If you do not customize your columns, nothing changes. Your exports will continue to show the same default columns in the same order as before. Customization is entirely opt-in.

Available Columns

There are 9 columns available in total. Two are required (Bill # and Amount Paid) and cannot be removed, since they are essential for vendors to identify what the payment covers. The remaining 7 can be toggled on or off.

Column	Description	Status
Bill #	The bill or invoice number from QuickBooks	Required
Amount Paid	The amount applied to this bill	Required
Date	The payment transaction date	Default
Due Date	The bill's original due date	Default
Type	The transaction type (e.g., Bill, Credit)	Default
Bill Amount	The full original amount of the bill	Default
Memo	The payment's private note from QuickBooks	New
Vendor Account #	Your account number with the vendor	New
Remaining Balance	The remaining balance on the bill after payment	New

The three new columns — Memo, Vendor Account #, and Remaining Balance — are off by default. Enable them in your settings if your vendors or your internal process benefits from the extra detail.

How to Set It Up

Customizing your columns takes about 30 seconds. Here is how:

Open Account Settings

Find the Remittance Columns Section

Scroll down to the Remittance Columns panel. You will see a list of all 9 available columns with checkboxes and drag handles.

Check and Reorder

Check the columns you want to include. Uncheck the ones you do not need. Drag the grip handle next to any column to move it up or down in the list. The order you set here is the order they will appear in all your exports.

Save

Click Save Column Settings. Your configuration takes effect immediately on all future exports, email attachments, and printed remittances.

Team-wide setting

Column settings are configured by the account owner and apply to all team members automatically. Everyone on your account will produce exports with the same column layout — no per-user configuration needed.

How It Works Across Export Formats

Your column configuration is respected everywhere remittance data is rendered. Here is how it works in each format:

PDF Exports and Email Attachments

PDF documents render your selected columns as a formatted table with proper currency and date formatting. This is the format most vendors receive via email. If you add or remove columns, the PDF table adjusts automatically — no manual formatting required.

Excel and CSV Downloads

Excel and CSV exports include your selected columns with raw values — plain decimal numbers for currency and standard date formats — so you can apply your own formatting or use the data in other tools. Column order matches your configured order.

Print View

The print layout dynamically adjusts column widths and spacing based on how many columns you have enabled. Whether you are printing 4 columns or all 9, the layout stays clean and readable.

Column changes apply to future exports only

Changing your column settings does not retroactively modify emails that have already been sent or PDFs that have already been downloaded. The new configuration applies to all exports generated after you save.

Common Configurations

Here are a few column setups that work well depending on your situation:

Minimal (for simple payments)

If your vendors just need to know what was paid, use the two required columns plus Date: Bill #, Amount Paid, Date. This produces the most compact remittance document.

Standard (the default)

The default configuration includes Date, Due Date, Type, Bill #, Bill Amount, Amount Paid. This gives vendors enough context to match payments to their records without overwhelming detail.

Detailed (for vendors who need full context)

Enable all 9 columns if your vendors frequently ask follow-up questions about payments. Adding Memo lets you include internal notes, Vendor Account # helps vendors route payments in their system, and Remaining Balance shows whether the bill is fully paid or partially paid.

Ready to customize your remittance exports?

Choose your columns, drag to reorder, and start sending cleaner remittance advice today.

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Getting Started

Customizable columns are available to all Remittance-Advice.com users on the standard plan ($14.99/month). If you already have an account, you can configure your columns right now in Settings > Account.

If you are new to the app, getting started takes less than 5 minutes:

Create a free account — no credit card required, 1 month free trial.
Connect your QuickBooks Online account with one click.
Go to Settings > Account and configure your remittance columns.
Send your first remittance email or download a PDF to see your custom layout in action.

Your vendors get exactly the information they need, in the order that makes sense for your workflow. No extra columns, no missing fields, no manual rearranging in Excel.