Great to have you here in the Community, @Anonymous.
Let's perform some basic troubleshooting steps so you'll be able to use the correct template for an invoice linked with an estimate.
We haven’t received any reported issues about QuickBooks unable to use the default template when converting an estimate to your invoice.
To help fix this, let’s first check your Adobe setting and make sure it's updated. This way, it helps resolve the template discrepancies, such as smaller and grey fonts. For more details, you can check out this helpful article: Update Adobe Reader/Acrobat.
Then, you can use private browsing or incognito mode. It's a best way to help isolate the issue since it doesn’t store data in the cache. You can also verify to see if this is a browser-related issue or not.
If you're using Internet Explorer and Mozilla Firefox, you can press Ctrl + Shift + P to open a private browser. For Safari, press Command + Shift +N. You can press Ctrl + Shift + N if you're using Google Chrome.
If it works, you can start clearing your regular browser cache since it helps to get a clean slate. For more information, see this article: How Do I Clear Browser Cache and Temporary Internet Files.
If the private browser doesn't work, I'd suggest using another compatible browser.
After that, you'll need to sign back in to your QBO account. Then, let's check if you're able to see the correct template for an invoice linked with an estimate.
This will get you going, @Anonymous. I’m always here to help if there's anything else you need.
Adobe is up to date and the problem still occurs in incognito mode.
To clarify, I've tested it on the same customer by adding a service to an invoice & viewing print preview. Then adding an item from an estimate to the same invoice and viewing print preview and the format changes despite not changing the template.
Please see the attachment screenshots.
The text gets smaller, becomes grey instead of black, 'Terms' and 'Due Date' switch places and it just says 'Invoice' instead of 'Invoice No.'
We send a variation of invoices with and without estimates and we want the format to stay consistent on both.
Do you have any ideas why it's changing and how to prevent it?
If progress invoicing is turned on then currently the invoice template will pull from the airy template which is a default standard template(when you are converting an estimate to an invoice) the only way which we have been advised will change this is if progress invoicing is turned off in account and settings and sales
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