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Intuit Lynn
Moderator

Have any questions for our team about invoicing?

Let's talk invoicing.png

 

We’d love to support you on your journey with invoicing.

 

If you’ve got any questions, select ‘reply’ to post a question in this thread and have your questions answered by qualified QuickBooks Online experts.

 

Hopefully, you’ll help other QuickBooks users with the same questions out in the process!

 

Did you check out our Customise invoices, quotes, and sales receipts in QuickBooks Online help article?

55 Comments 55
jonjus10
Level 1

Have any questions for our team about invoicing?

1. I have 3 different types of customers. Each one requires a specific message on the invoice. We have members, sponsors and general business customers. I thought if I create 3 invoice templates with a different message in the content and email sections, I could simply change the default to the one type I am invoicing - but No. Regardless of which one I set as default, the content and email message only uses the last one I created.

2. If I create an invoice, then realise that it has used the wrong message, even if I go into Customise and change the message, I then have to delete the invoice and start over - is there a way to refresh the invoice format that I am not aware of?

 

IntuitSheila
Level 8

Have any questions for our team about invoicing?

Thanks for posting in the Community, jonjus10!

 

The message to customer is based on the current email message you have set regardless if you have created a new invoice template. If you need to have different messages for each customer type, you'll need to make the changes manually while you are creating the invoice.

 

I understand how helpful to your business to be able to set a default email message to each customer type. I would recommend sending a request in refining this experience further by providing feedback. To do so, please navigate to your QuickBooks online, and click the Gear Icon on the upper right and select Feedback.

 

Also, you can check these link for a comprehensive information about customising your sales forms in QuickBooks Online:

 

Feel free to post your concerns in the Community or click the Reply button for follow-up questions. We'll be happy to help. Have a great rest of the day!

Adrenalin62
Level 1

Have any questions for our team about invoicing?

I want to send an invoice on the 14/10/2023 which will then recur on the 14th of each month. Is that possible? thank you

 

MadelynC
Moderator

Have any questions for our team about invoicing?

Yes, it's possible, @Adrenalin62. I'm here to guide you through the process.


QuickBooks Online (QBO) offers a feature to send out invoices on a regular basis. To do that, you can create a schedule recurring template.


Here's how you do it:

 

  1. Select the Gear icon, then click Recurring transactions.
  2. Tap the New button.
  3. Choose Invoice for Transaction Type and then press OK.
    1.png
  4. Enter a template name.
  5. For Type, select Scheduled.
  6. Select Automatically send emails.
    1.png
  7. Complete the rest of the form and then select Save template.


QBO will automatically generate and send the invoice on the 14th of each month based on the recurring template you have created.


Check out these resources to learn more about making templates for recurring transactions:

 


In case you want tips on how to automatically or manually send reminders to customers when your invoices are or are soon to be overdue, you can access this article: Send invoice reminders automatically or manually in QBO.


Feel free to leave comments at any time if you want to learn more about the feature. I'm always available to assist you.

KrisMc
Level 1

Have any questions for our team about invoicing?

I want to update the look of my invoice. When I go to 'Customise look and feel' under settings, I get the following error: 

 

We're sorry, we can't find the page you requested.

You may have incorrectly typed the address (URL) or clicked on an outdated link.

 

Thanks,

 

Kris

IntuitSheila
Level 8

Have any questions for our team about invoicing?

Hi KrisMc,

 

Thanks for posting in the Community!

 

There's no reported incident with the error you're getting when trying to click the Customise look and feel under Company settings. I replicated as well in my end and is working fine.

 

Let's perform some basic troubleshooting steps to isolate the behavior encountered in your QuickBooks Online account. To start with, use a new incognito window or a different supported browser. Using an incognito window does not store any data file.


Here's how:

 

  • Google Chrome: Ctrl + Shift + N
  • Mozilla Firefox: Ctrl + Shift + P
  • Safari: Command + Shift + N

 

Then, log in to QBO and access the Company settings once to customise your sales forms.

 

If it works fine when accessing the new incognito window,, I would recommend going back to your default browser and clear your browsers cache.

 

If the issue persists, kindly use a different supported browser or a different device to isolate the behavior encountered.

 

Post again in the Community if you have further concerns. I'll be around to help you.

KrisMc
Level 1

Have any questions for our team about invoicing?

Ok I must be looking in the wrong place. I have tried Chrome, Safari & Firefox all incongnito.

I have also tried on a different device and each time get the same result.

 

 

IntuitSheila
Level 8

Have any questions for our team about invoicing?

Hi KrisMc,

 

Appreciate you trying out the basic trouble shooting steps. Furthermore, you can also customise your sales forms by going to your Custom form styles. Here's how:

 

  1. Click on the Settings icon or the Cog wheel Icon.
  2. Click on Custom form styles.
  3. Click on Edit for your Default template.
  4. Under Content and Design tab you can make the changes you wanted for your sales form.
  5. Click on Done.

You can then open one of your invoices and print/preview them to see how your sales form shows up.

 

Also you can check this link to learn more about: Customise invoices, quotes, and sales receipts in QuickBooks Online.

 

Feel free to post your concerns in the Community or click the Reply button for follow-up questions. We'll be happy to help. Have a good day!

 

KrisMc
Level 1

Have any questions for our team about invoicing?

I don't seem to have "Custom form styles' as an option

IntuitSheila
Level 8

Have any questions for our team about invoicing?

Thanks for checking, KrisMc.

 

This might have to do with your user access for the QuickBooks Online account. If your access is a Standard or Regular user, that's the reason you don't have access to customising sales forms. Kindly check with the master/primary admin of the account to verify and have them make changes to your user access type.

 

You can refer to this link to learn more about the user access and roles in QBO: User roles and access rights in QuickBooks Online.

 

Message us back if you have further concerns.

KrisMc
Level 1

Have any questions for our team about invoicing?

I set up the custom invoices. It is something that has changed with the newer updates.

IntuitSheila
Level 8

Have any questions for our team about invoicing?

Hi KrisMc,

 

Since we've done all the basic trouble shooting steps above and still unable to access customisation with sales forms. I would recommend contacting our Customer Care Team. That way, they can check the QuickBooks file and they can ask for your details in a secure form.

 

1. Sign in to your QuickBooks Online company.
2. Select Help (?).
3. In QB Assistant, enter the topic you need help with. You can also enter questions.
4. Select Contact Us to connect with a live support agent.
5. Choose a way to connect with us:
 

  • Start a chat with a support expert. Live chat M-F, 8:30 AM to 6:30 PM and S-S, 8:00 AM to 8:00 PM, AET.
  • Call us. M-F, 8:30 AM to 6:30 PM, AET.

Leave a comment below if you need more help with QuickBooks Online. I'll be here to help. Have a nice day!

TheCA
Level 2

Have any questions for our team about invoicing?

Hi,

In quickbooks Desktop, I was able to have the previous amount billed to the customer for each line item in the invoice. I am not able to do in the Quickbooks Online version. For each of the line item in the progress invoice, I want to show both the previous percentage of billed amount and also the amount I am billing in the current invoice. Can you please help?

jenop2
QuickBooks Team

Have any questions for our team about invoicing?

Let me share details to answer your question about showing details when progress invoicing, TheCA.

 

Currently, QuickBooks Online does not have a feature that shows the previous percentage and amount when using progress invoices. 

 

However, you can run an Estimates and Progress Invoicing Summary by Customer report to see the percentage that has already been invoiced and the invoiced amount.


To access this report, go to the Reports menu and search for "Estimates and Progress Invoicing Summary by Customer".
 

I would also recommend sending a feature request about this to our product engineers. Customer feedback and suggestions play a crucial role in improving the software's functionality and meeting users' needs.

 

Here's how to send feedback in QBO: 

 

  1. Go to the Gear icon and select Feedback.
  2. Type in your feedback and suggestions.
  3. Click Next to submit them.

 

Suggestions submitted in the forum and other channels are gathered and reviewed by our engineers. This process aims to enhance your experience while using QuickBooks, as it allows us to consider and implement valuable improvements based on user feedback.

 

Let me also share these articles for additional guidance:

 

 

Don't hesitate to ask for help in the Community if you need anything else when working in QBO. We'll make sure that everything is sorted out. 

TheCA
Level 2

Have any questions for our team about invoicing?

Thanks, would request Quickbooks Online Invoicing team to support this missing feature. For now, I have to look into 3rd party integrations to get my Invoicing done and sync it with QB. For long term clients moving from QB Desktop to QB online, feature parity in QB Online is very important and sometimes a blocker.

KerynC
Level 1

Have any questions for our team about invoicing?

I have a client who often accidentally creates invoices instead of quotes.

He needs to keep a record of these - but as quotes. Is there any way to revert to a quote? He doesnt want me to void or delete them for that reason. 

I don't want to keep them in the invoice list otherwise I forget which ones need following up and which ones are quotes...

DebSheenD
QuickBooks Team

Have any questions for our team about invoicing?

I acknowledge that your client would like to convert invoices into a quote, @KerynC.

 

Allow me to chime in and share some about this in QuickBooks Online (QBO).

 

In QBO, converting invoices into a quote is unavailable. The standard process is to create a quote first and then convert it into an invoice when the customer accepts the quote.

 

With this, You'll need to delete the invoice and create a quote.

 

To delete an invoice:

 

  1. Find the second invoice and open the transaction.
  2. Click More at the bottom and select Delete.
  3. Hit Yes to confirm.


Once deleted, you can follow the steps below to re-create the invoice from the quote.

 

  1. Hit + New, then click Quote.
  2. Select Add Customer. Then choose a customer from the ▼ dropdown. Or, to add a new customer, hit + Add new, enter the customer info, and select Save.
  3. Tap the ▼ dropdown in the Product or service field and add the products or services to the quote. Or, to add a new product or service, select + Add new, enter the info for your product or service, and click Save and close.

     

For your reference, you can check out this article on how to convert a quote into an invoice in QuickBooks Online using web browser. 

Additionally, here's an article to help you manage invoice payments: Record invoice payments in QuickBooks Online.

 

Please don't hesitate to get back to me if you need further assistance with this. I'll be here, ready to help you, @KerynC. Take care, and have a good one!

heytys
Level 1

Have any questions for our team about invoicing?

Hello, I'm trying to import my own branding so I can have it on my invoices.

I can't see Quickbook Labs in my nav, which is the place tutorials are telling me is where to import my branding to make those changes.

IntuitAika
Intuit

Have any questions for our team about invoicing?

Hi heytys,

 

Thanks for posting in the Community! I understand that you would like to import an invoice template in QuickBooks Online, however, this option is no longer available for newly created companies. Any company that has not already allowed the feature from QuickBooks Labs after 24/6/2021 will no longer be able to enable it. Any existing QBO companies with the feature are not currently affected and will continue to have access. 

 

However, we still have some great templates you can make use of when customising your invoice. Alternatively, there are 3rd party apps you can look into to create their invoices, but the majority of what is available in import styles is available within our template sets.

 

For your reference, you can check this article: Customise invoices, quotes, and sales receipts in QuickBooks Online

 

Message us back if you have any other questions, we're here to help. 

debrowling
Level 1

Have any questions for our team about invoicing?

Hi Quickbooks team,

Client has 3 different business names, all under the same ABN. Each business name has it's own allocated bank account, email address and logo.
I have enabled locations to pick up the different email address and business name on invoices, and set up different invoice templates to pick up the different logos, but there doesn't seem to be anywhere where I can get QBO to input a specific set of bank details, according to either location or invoice template.
I'm going around in circles. Surely my client is not the only one to be in this situation?!
heytys
Level 1

Have any questions for our team about invoicing?

Hi IntuitAika,
Those templates are poorly designed, I am a designer my clients expect better.
 
What do I have to do to get my templates on there? From what you are saying it sounds like it is possible.
 
Surely a few months out will not break your processes?
IntuitAika
Intuit

Have any questions for our team about invoicing?

Hi debrowling,

 

Thanks for joining the thread! I understand that you would like to set up an invoice template with a different business name, email address, logo and bank details on it. You're doing great with using the Locations feature. Doing so, you'll be able to assign a business name and email address to show on your invoices when selecting this location. 

 

For reference, here's how to set this up: 

 

  1. Go to the Gear icon and select All lists.
  2. Select Locations.
  3. Select New or Edit.
  4. Tick This location has a different company name when communicating with customers. In the text field, enter the company name to show on the invoice.
  5. Tick This location has a different email address for communicating with customers. In the text field, enter the email address.
  6. Select Save.

 

Once done, please assign bank details and logo to your invoice templates. Here's how: 

 

  1. Go to the Gear icon and select Custom form styles.
  2. Select Edit or New style> Invoice.
  3. On the Design tab, click on Make logo edits.
  4. Click + to add the logo. Upload the logo and click on Save
  5. Then go to the Content tab.
  6. Click on the pencil icon on the footer of the invoice.
  7. Add bank details in the Footer text field. 
  8. Select Save.

 

Follow the same steps with the other invoice template you may have. Then open an invoice and select a location and on the Customise tab select the invoice template you would like to use. Click Print or Preview to confirm if it shows the correct details on it. 

 

Feel free to drop a comment below if you need further assistance, I'll be around to help. 

9130 3571 4903 7016
Level 1

Have any questions for our team about invoicing?

Hi 

Some of our excepted quotes are not invoiced at the end of the job. Some jobs we send a progress payment. When I do an invoice via the excepted quote it does it for the whole amount (which is what I expected) but I thought I could just change the amount and then there would be somewhere that gives me a remainding balance to be invoiced. 

Is this an option or am I looking in the wrong place.

Cheers Sue

IntuitSheila
Level 8

Have any questions for our team about invoicing?

Hi Sue,

 

Thanks for posting in the Community!

 

You can use and turn on the progress invoicing feature in QuickBooks Online to be able to partially apply quotes on invoices. Here's how to:

 

  1. Click on the Settings ⚙  or Cog wheel icon at the top right.
  2. Click on Account & Settings.
  3. Click on Sales tab.
  4. Locate and click on Edit under Progress Invoicing.
  5. Turn on the Create multiple partial invoices from a single quote.
  6. Click on Save and click on Done.

 

Now you can create multiple invoices from your quotes. You can decide how much you want to invoice for, then select Create invoice. You can charge for a percentage or a specific amount. If you choose Custom amount for each line, enter a specific amount for each item on the invoice.

 

You can refer to this link to learn more about: Set up and send progress invoices in QuickBooks Online.

 

Feel free to post again in the Community if you have further concerns. I'm around to help you. Have a great rest of the day!