Customizing Invoice Templates In QuickBooks

Posted by on May 24, 2011 in Customizing Forms & Letters | 4 comments

This article now starts a series about Customizing forms in QuickBooks.

Are you aware that each of the forms that you use in QuickBooks has its own layout? Do you know that you can change this layout if it does not look or feel appropriate to what you need? Well, I’m here to tell you that you can create your own layout by using the QuickBooks template that comes with your version.

You can decide which fields and columns that you want to see on screen or print, as well as the order, width, font, position, your company logo, the name and even colour of the background, if you have a colour printer.

Now it takes a bit of time, so if you’re in a hurry to get it finished, then I would suggest that you contact your QuickBooks Trainer, me. But if you have the time and patience, I will try to show you some of the features that you can use to change and create.

First of all, you need to know where to go to find these templates. They are found on your Menu Bar/Lists/Templates. This takes you to the Template window where you right click on your mouse and select New/Invoice/OK. This will open up the Basic Customization window..

Click the Manage Templates Tab and in the Template Name field I’m going to name it My New Invoice  and then click on OK.

This will take me back to the Basic Customization window and in the Selected Template section in the top left corner of the screen, this has now changed to My New Invoice.

From here I can include a Logo or Fonts and I can change the Fonts to anything that is listed in the Change Font for: field. In the Company &  Transaction Information section, I can include any of the listed by checking off their boxes.

Be careful if you are going to use a logo, that you do not check off the Company Name, Address, Phone Number, Fax Number or e-mail address boxes if they are already included with your logo. This will cause the fields in the Layout Designer to overlap.

Don’t forget to check off the Print Status Stamp box, which I explained in a previous article..

In order to further customize this form I will click on the Additional Customization Tab, which opens up a window where I have a plethora of choices to work with to create features just how I want this invoice to appear.

This includes the Header where I can add any of the 21 choices. Of course you can only include so many before your invoice would look too “busy” which would defeat the purpose. Try to keep your selections to around seven, and no more than ten.

Once again, to choose the information fields you just check the boxes off under Screen and Print. Yes, you can have some fields that are only visible to you on the screen while you work but do not print.

Clicking on Print Preview at the bottom right hand corner of the screen will allow you to see what the invoice template looks like before you chose OK to save it..

The bottom half of the invoice form is where you will enter details about the items, service, quantity, rate, description, unit of measure and amount. How you want these fields to appear looking from left to right is your choice.

I would suggest the following order for this type of business, from one through seven. Item, Description, Quantity, Rate, Unit of Measure (U/M), Amount and Tax Code. I would have all appear on Screen and Print, except for the Tax Code.

If you use progress invoices or sales orders, use the Prog Cols tab to customize those columns.

At the bottom of your invoice from the Total line and below, is where you would use your Footer tab to arrange that area. I would suggest a Subtotal field, Sales Tax, Total and Customer message as part of your choices.

The Print tab is used to set up how you want the various templates to print. For example you may have some that print in Landscape while others are done in Portrait.

By setting up in this window QuickBooks will know how to print. Also, if you print multiple forms, you can select whether you you want to print page numbers or not.

Now to complete all these changes and save these settings, don’t forget to click on OK and OK to close the Templates window. 

To see what My New Invoice would look like, I would go to the Customer Centre, chose a Customer, double click on an invoice and in the Template field located at the top right corner of the screen, choose from the drop-down window, My New Invoice template. 

Next up – Designing Custom Form Layouts in QuickBooks


4 Responses to “Customizing Invoice Templates In QuickBooks”

  1. This web internet site is really a walk-through for all of the info you needed about this and did not know who to inquire. Glimpse right here, and you will surely learn it.

  2. Do you know of any way to get the net rate or pre-tax rate displayed on an invoice. Our customers often get confused by the Amount including tax, and then the GST/PST total shown below.

    • Hi Nancy, unless you are experienced in Customizing QB’s Invoices I would contact a ProAdvisor in your area. But.. I will give you food for thought.
      You can add a Subtotal in the Footer section. Here’s how. At the top of your screen is the Menu Bar. Go to Lists/Templates then choose your invoice that your are using.
      From there Additional Customization/Footer and on the line that says Subtotal, click on the boxes that say Screen and Print.
      Then you will have to go into Layout Designer and play with the positioning of that Subtotal that has been added.

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