Thank you for choosing QuickBooks. Let me help you create templates in QuickBooks, Southy.
Invoices will look different depending on the experience you're using or whether you're using the old or new experience. With the new layout, you can already personalise forms while creating invoices at the same time. However, any changes or additions to your invoices will be applied to existing and future ones.
If you want to create a new template, you can select New style under the Custom form styles option. To do so, see the steps below:
After that, customise the appearance. Here's how:
Once done, you can choose a different template if you want it to be in a different format for specific customers.
On the other hand, you can use the Location Tracking feature if you want to create templates with different company names. This allows you to create multiple invoice templates with unique company names and addresses.
First, turn on the feature so you can create a location. To do so, follow the steps below:
Once done, the system will automatically choose the name, contact number, and address that you've provided once you select the location.
Additionally, learn how you can record sales transactions in various ways. To know more details, read this article for your reference: Record Invoice Payments in QuickBooks Online.
Post your comment below if you need anything else or if you have any other concerns. The Community is always here to assist you.
How do I resolve an overpayment to credit the customer for future invoices?
Hi cvo1,
Thanks for posting in the Community!
If you've applied or match the overpayment to the invoice, the overpayment itself will serve as a credit that you can apply to future invoices.
If the overpayment is shown in your Bank transactions tab, you can click on Find match option to apply it to the invoice. Or you can categorise it under Accounts Receivable account and select the customer to apply it to.
When you're ready to apply the credit to a new invoice. Here's how to:
You can also check this link to learn more about: Handle customer payments in QuickBooks Online.
As always, you can reach out to our Customer Care Team if you need further assistance with the steps. They'll be able to pull up your account in a secure form and help record the overpayment.
Post again in the Community if you have further concerns.
Hi, we import our vendor bills then have to change items line by line to add GST code and Class. Is there a way to amend the entire bill in one go rather than having to change line by line.
Hi Julia,
When importing bills with multiple line items make sure the bill has the same bill.no and, in the Line Tax Code choose the the correct GST for each line like GST on purchases. Then, on the mapping stage in QBO, decide if it's Exclusive or Inclusive of Tax in the Line Amount.
You can also download the sample file when importing bills for reference. And check this link to learn more about: Import your bills in QuickBooks Online.
If the issue persist, I recommend contacting our Customer Care Team. That way, our care agent can check your CSV file and help you format it.
Post again in the Community if you have questions about importing data in QuickBooks.
Is it possible to keep notes on customer invoice for our internal reference. For example: The status of when Invoice will be paid. Or there is an issue with some of the services on the Invoice that need to be negotiated.
Thank you,
Chris
Hi Chris,
Thanks for posting in the Community!
You can turn on the custom fields option to add internal notes if you're subscribed to the Essentials and the Plus versions. If not, you'll have to upgrade your subscription to either Essentials or Plus.
Here's how to add custom fields in your sales forms:
Once done, open an invoice you've created and locate the Internal notes field to enter information and click on Save after.
For reference you can also check this link to learn more about: Add custom fields to sales forms and purchase orders in QuickBooks Online.
Drop by again in the Community if you have other questions. I am around to help you.
Hello, How do I give a customer a discount and reduce the sales tax on the invoice ? Thank you Jean
I'd be glad to assist you in adding a customer discount and reducing the sales tax on your customer's sales form, Jean. I'll lay down the steps below.
In QuickBooks Online (QBO), the method for setting up and applying discounts differs based on whether you're using the new or old invoice experience. The system automatically generates a "Discounts given" account in your Chart of Accounts to track these adjustments. Before you start using reductions, you'll need to enable this feature in your settings.
If you're using an old layout, here's how to activate and add this on an invoice:
Then, refer to the steps below to apply the discount as a percentage or a flat amount:
Alternatively, you may add them as a line item on your sales form where you include a description of what this is for.
However, if you're on a new layout:
For further details, visit this resource: Add a discount to an invoice or sales receipt in QuickBooks Online.
Regarding reducing sales tax, you have the option to manually create a custom rate. However, please know it should be recommended by the State Agency to record the accurate sales tax.
Here's how to generate a personalized rate:
Additionally, I'll provide you with a helpful resource for generating transaction records for customers who make on-the-spot payments for goods or services at the time of sale: Create sales receipts in QuickBooks Online.
If you have other questions or need guidance managing invoices or sales taxes in QBO, please feel free to comment below. My role is to support you in navigating these aspects of your financial management effectively.
I want to know it I can attach a document to an invoice created in Quickbooks, like attaching a hand written invoice or a Purchase order.
And can I attach a document to a deposit transaction made straight to sales income account, like attaching a rental statement
Hi Kwikbooks,
We can add attachments to invoices and deposits in QuickBooks Online. Attachments can be added to the following transactions like invoices, bills, cheques, quotes, expenses, deposits, payments and so on.
The supported file types for attachments are, jpeg, pdf, png, doc, xlsx, csv, giff, xml.
To be able to add attachments for a transactions:
You'll see all of your attachments in QuickBooks Online by going to the Settings and click on Attachments.
For reference you can check this link to learn more about: Add or delete attachments in QuickBooks Online.
Drop by again in the Community if you have other questions about QuickBooks Online.
Can you add links into the email message that goes with the invoice?
Thanks for posting in the Community, Joanna.
Yes, we can add the link/URL link to the email message prior to sending the invoice to your customer.
If it is a one time add on to the message body:
If you wanted to permanently add the link:
That's it. For reference you can also check this link to learn more about: How to set up or change customer messages in QuickBooks Online.
Post again in the Community if you have further questions. I am around to help you.
I cannot see the options in my app in invoicing to mark my invoices as paid or any other status
I mostly mark invoices as paid when I match payments on the transactions pages. That way it it reconciles the payment the same time
Hi Ma101,
Thank you for joining the thread!
Let me share with you the steps on how to mark invoices as paid using the QuickBooks Online mobile app.
iPhone
Android
For your reference, you can also check this article: Record invoice payments in QuickBooks Online.
Feel free to drop a comment below if you need further assistance with recording an invoice payment.
When importing invoices I keep getting a "Unable to add Item(s)" error
I've copied the item names from QuickBooks, I've also tried letting it create new items but get the same error
not sure what could be wrong
Thanks
Let's begin troubleshooting your browser, MGISolutions. I'm here to guide you every step of the way.
Before we begin, ensure that your file is in CSV format. You can download a sample spreadsheet during the import process for guidance. For more detailed information about the import process, please refer to this article: Import multiple invoices at once in QuickBooks Online.
Given the unusual behavior you’re experiencing, refreshing your browser could resolve them. Start by logging into your QBO account using an incognito or private browsing window. This will enable you to work with a clean slate. Please use these keyboard shortcuts:
Then, please attempt to import the invoices again. If it works, clear your browser's cache to remove specific issues and help the program run efficiently. You can also use other devices and supported browsers to ensure everything works as expected.
Additionally, you can send customer statements to show summaries of their invoices, payments, credits, and balances.
We are always here to help you with importing concerns in QBO, MGISolutions. Have a great day ahead.
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