Optional Invoice Line Descriptions Without Zero Amounts

Huub

Sometimes, I need to add an extra line with a custom text description to an invoice. I usually do this by inserting an additional line in SubTotal.
However, SubTotal always displays a zero amount in the PDF for that line. I was hoping that leaving both the quantity and price fields empty would prevent any amount from being shown, but unfortunately, SubTotal still displays a zero.
Surely this could be solved easily? (If both quantity and amount are left blank, then no amount should appear on the invoice.)

SubTotal version: 1.5.76
Operating system: macOS & Ios
Device model: Macbook & iphone

timo

Why do you need to add an extra line and why is it not an option to make this part of another, existing line item? Can you give an example?

Huub

As I said it is for a extra/additional text that doesn’t need a €0,00 price. For example a address or maybe login details etc.

timo

I understand. But why is it not an option to add this additional text in other fields, like as additional lines of existing line items or the "Salutation" text field?
What is the address or login details referring to?

Huub

Thanks for the follow-up, Timo.

The reason I add an extra line is to clearly communicate additional information that’s not strictly part of any specific line item, such as instructions, login credentials, or explanatory notes. These are best presented as their own separate line for clarity and formatting purposes, especially when invoices are reviewed by multiple stakeholders or departments.

Embedding this information into an existing line item description isn’t always ideal, because:
• It can make the actual item descriptions unnecessarily long or cluttered.
• It introduces formatting inconsistencie, e.g., no indentation or line separation, which reduces readability.
• It’s less flexible for layout control.

Using fields like “Salutation” or the address field doesn’t work either, because:
• These are global and appear at the top or bottom of the invoice, not in context with the relevant item.
• They aren’t tied to the itemization section, which can lead to confusion about what the note refers to.

Additionally, it’s odd that SubTotal still displays “€0,00” even when both the quantity and price fields are left completely empty. If both fields are blank, it would make more sense for no amount to be shown at all—indicating that the line is purely informational. If a user really wants to show “€0,00,” they can explicitly enter that value in the amount field. This would give users more control and improve the professional appearance of the invoice.

I believe this would be a small yet meaningful improvement for users who need more flexibility in how they format their invoices.

Thanks again for considering this!

timo

Huub Thanks for your explanation. It seems like a niche use-case, but maybe other users are proving me wrong. SubTotal tries to be a very simplistic app and has limited customization options for that reason, I am not sure if I can implement this. The database scheme also currently requires the unit and price to have a value, so I wouldn't be able to easily change the behavior this at the moment