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Frequent Explorer **

Printing & Emailing Invoices

Hello,

 

I use the email function in QB to send my invoices.  I have set my company preferences to autofill the fields "Transaction Number" and "Transaction Total."  The "Transaction TOTAL" does not reflect payments that are applied to the invoice.  For instance, my total is $1000.  I have a payment/credit of $750.  The "Balance Due" (which is on the invoice) is $250.  There is no option in the drop down menu for "Transaction BALANCE", so I have to manually change the number.  Is there any way I can get the Transaction Balance to show on the email instead of the Transaction Total?  This seems like a major glitch.

Thank you.

 

 

11 Comments
Established Community Backer *

Re: Printing & Emailing Invoices

You need to amend your invoice template to include payment in the footer portion of the invoice.  This will add a line showing total invoice, payments applied and balance due.

Frequent Explorer **

Re: Printing & Emailing Invoices

The Payment info IS in the footer.  See attached example.  It is picking up the TOTAL, not the BALANCE DUE.  There is no option in the custom settings to pick up BALANCE DUE, only TOTAL.  When I have a balance that is not the same amount as the total (because of a partial or full payment) it only picks up the invoice total.  It doesn't look like this is something I can get around unless I am misunderstanding you.

QuickBooks Team

Re: Printing & Emailing Invoices

Hello there, @dddenise.

 

You can edit your invoice template and add the Balance Due line to show the correct balance. I'd be glad to guide you through the steps.

 

First, locate the template you use for your invoices.

 

Next, you can now edit the template by following these steps:

  1. Click on Lists from the menu bar.
  2. Select Template.
  3. Choose your invoice template.
  4. Click on Additional Customization.
  5. In the Footer tab, tick on the Balance Due box on the Print column.

 

After this, you can adjust where the Balance Due box will be placed. Here's how:

  1. From the Additional Customization page, click on Layout Designer.
  2. Move the boxes and columns to your preference.
  3. Click on OK.

 

Once done, you'll be routed back to the Additional Customization tab. To finish off, you can click on OK.

 

You can now go back to the invoice and email your invoices showing the Balance Due box on their invoices.

 

Please let me know if you have any other concerns. I'll be around to help.

Frequent Explorer **

Re: Printing & Emailing Invoices

No, my problem is not solved and there should be a fix for this.  

Frequent Explorer **

Re: Printing & Emailing Invoices

Alessandra,

 

Thank you for your reply but all of this is ok on the template and printing,  And it’s not the problem I am having.  The problem I am having is with the email that accompanies the invoice that auto-fills the Invoice Number and Balance Due(but it’s inserting Total, not Balance Due).  Balance Due is often different from Total due to credits applied to the invoice.  In QuickBooks to access the options for this, you have to go to “Edit” , “Preferences”, “Company Preferences”,  select your template, “Edit”, then select the “Insert Field” drop down menu.  There is no option for “Transaction Balance” only “Transaction Total”.  That is my problem.  How can I make Transaction Balance show up on my email????

QuickBooks Team

Re: Printing & Emailing Invoices

Thank you for getting back to me, @dddenise.

 

The steps I've provided above are for editing the invoice template. Allow me to add more details about emailing your invoices.

 

Currently, there is no option to add the Balance Due on your emailed invoices. The options available in the Insert Field on the Email Template are:

  • Name-First-Last
  • Name-Last-First
  • Name-First
  • <Mr./Miss/Ms.>Name-Last
  • Company-Name
  • Company-Telephone
  • Company-Website
  • Due-Date
  • Transaction-Number
  • Transaction-Total

In the meantime, you can manually include the invoice balance before sending the email to your customer.

 

Don't hesitate to let me know if you have any other questions.

Frequent Explorer **

Re: Printing & Emailing Invoices

Thank you Alessandra.  Could you please submit this as an update request?  This is a major hole.  Thanks!

Moderator

Re: Printing & Emailing Invoices

Thanks for getting back to us, @dddenise.

 

First of all, I appreciate you following the steps provided by my colleague @Alessandra_B. Allow me to chime in and help make sure that this is taken care of.

 

Rest assured, I'm going to submit this request to our the Product Development team. They're constantly looking for great ideas from users, like yourself, when deciding how to enhance QuickBooks.

 

Just in case you need it, you can also check out this article for future reference: Customize email templates in QuickBooks.

 

Let me thank you for being a part of our QuickBooks family. Please let me know if you have any other questions or concerns. I'm always here to help. Cheering you to continued success!

Not applicable

Re: Printing & Emailing Invoices

I have the same issue.

Not applicable

Re: Printing & Emailing Invoices

I have the same issue.  Where do we submit to the developers.  I don't think anyone pays attention to the feedback on the feedback button in qb desktop.

 

QuickBooks Team

Re: Printing & Emailing Invoices

Thanks for joining this thread, MissMary.

 

I understand how the option you're looking for when customizing email template in QuickBooks would be helpful for you. Finding new ways to adapt to our customers’ needs is how QuickBooks gets even better. I can pass along the suggestions you so you're able to reach a point of resolution as quickly as possible.

 

For the meantime, you may want to consider the suggestion provided by my colleague Alessandra_B

 

Please know that you're always welcome to post again if you have any other concerns. The Community team will always her to help you out. 

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