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Brewerer
Level 1

We print invoices using headed letterpaper. When we email invoices out to customers, the PDF invoice they receive don't have any of our company information on them.

Due to selecting the print using letterhead box for printing invoices, when we email a copy of an invoice to a customer, the version they receive as a PDF attached to an email doesn't have any of our company details on it.

This should be added as a function to differentiate between printed invoices and emailed invoices.
13 REPLIES 13
GeorgiaC
QuickBooks Team

We print invoices using headed letterpaper. When we email invoices out to customers, the PDF invoice they receive don't have any of our company information on them.

Hi accounts146, 

 

I appreciate this is an inconvenience and we'll pass this as feedback onto our developers - currently the only workaround for this would be to create two separate templates, one for letterhead and one without which is to be emailed.

 

Thanks

 

Brewerer
Level 1

We print invoices using headed letterpaper. When we email invoices out to customers, the PDF invoice they receive don't have any of our company information on them.

I presume you can't set invoices sent by email to use one Form style, and printed invoices to use another? We raise invoices daily and some invoices are emailed and some are printed. It's not practical to be switching between form styles dependant on the customer.

 

I also notice today, that there doesn't seem to be an option to include VAT registration number in the content that is printed on a headed letter paper invoice. Am I missing something here?

John C
QuickBooks Team

We print invoices using headed letterpaper. When we email invoices out to customers, the PDF invoice they receive don't have any of our company information on them.


Hi accounts146

 

It is not possible to set the invoices you send via email to use one style of invoice and the invoices you print to use another. You can use the customise option in the invoice to choose the style before you email or print it.

The VAT registration number should appear on all invoices unless you have selected No VAT in the VAT column.

Brewerer
Level 1

We print invoices using headed letterpaper. When we email invoices out to customers, the PDF invoice they receive don't have any of our company information on them.

All of our products carry VAT and as such 20% S option is deleted for the products listed on the invoice. 

 

However, the VAT reg No. isn't displayed when invoices are printed on headed letter paper. This is also something that is a legal necessity for VAT registered businesses, but doesn't print when printing onto a letterhead.

GeorgiaC
QuickBooks Team

We print invoices using headed letterpaper. When we email invoices out to customers, the PDF invoice they receive don't have any of our company information on them.

Hi accounts146,

 

 

Please edit the Custom Form Style template by going to the Cog Wheel > Custom Form Styles > Edit > Edit Print Settings and select 'Fit printed form with payslip in window envelope' to fit the VRN within the invoice. 

 

 

Thanks

Brewerer
Level 1

We print invoices using headed letterpaper. When we email invoices out to customers, the PDF invoice they receive don't have any of our company information on them.

This still does not include the VAT reg No. in the body of the content printed onto headed letter paper.

GeorgiaC
QuickBooks Team

We print invoices using headed letterpaper. When we email invoices out to customers, the PDF invoice they receive don't have any of our company information on them.

Hi accounts146,

 

Apologies for the misinformation, I have tested this in my system and as the fit to letterhead does not display the VRN within the envelope panel, the only way to include the VRN would be to enter this elsewhere on the invoice template, such as within the footer or in a custom field box.

 

Thanks

Brewerer
Level 1

We print invoices using headed letterpaper. When we email invoices out to customers, the PDF invoice they receive don't have any of our company information on them.

I know this thread is a little old now, but it's a problem which we still face. Is there anywhere that this can be posted as a suggestion for developers to introduce into the software, or linked to this thread.


The fact that emailing an invoice is an option, obviously if this is done, it will not be done on headed letter paper, so the PDF invoice should include the basic company logo and details as it does automatically when emailing Statements.


See the following attached with example of the PDF that gets generated to go with reminder emails and emailed copies of invoices that actually have no company address and contact details or company logo. Whereas the statements that are generated and attached to emails as PDFs do have this information on.

Brewerer
Level 1

We print invoices using headed letterpaper. When we email invoices out to customers, the PDF invoice they receive don't have any of our company information on them.

Example of PDF attached to invoice reminders and emailed invoices.

Brewerer
Level 1

We print invoices using headed letterpaper. When we email invoices out to customers, the PDF invoice they receive don't have any of our company information on them.

Example of statement PDF which includes the company information and contact details that the invoices should be able to include with emailed options.

Ashleigh1
QuickBooks Team

We print invoices using headed letterpaper. When we email invoices out to customers, the PDF invoice they receive don't have any of our company information on them.

Hello Brewerer, 

 

Welcome back to the Community page,

 

On the invoice, template you are using the use letter head paper must be ticked for you company details and logo to show. 

 

To make sure it is ticked if you are using letter head paper is go to the cog>custom form styles>click into the template you use>design>edit print settings> tick use letterhead paper>done 

 

Then when you go to the invoice and print or preview it will show the information like the statement does. 

 

Brewerer
Level 1

We print invoices using headed letterpaper. When we email invoices out to customers, the PDF invoice they receive don't have any of our company information on them.

I understand this option, but we are emailing and printing invoices every day. Having to change the form style every time we want to switch between emailing and printing invoices is a bit of a bodged solution, not really a fix for the problem. 

 

As mentioned, even though we use the headed letter template for Invoices, the statements still include the company logo and contact details for the statement PDFs that are emailed.

Ashleigh1
QuickBooks Team

We print invoices using headed letterpaper. When we email invoices out to customers, the PDF invoice they receive don't have any of our company information on them.

Hello Brewerer,

 

The only way to get around you having to go in and out of the custom form styles and switching between the letterhead, would be to create two custom form styles on for  emailing and one for printing and then  depending which one you are going to be doing you just switch within the invoice to the template you need.

 

When you have created both templates, if you go into an invoice> customise> you can select which template you need to use. 

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