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.

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.

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.

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

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????

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.

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

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!

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. 

Why is there no option for balance due? It is not proper to send a customer an email stating their invoice is overdue for the total amount if they have made a partial payment. You recently added a P.O. insert to the email functions within Quickbooks desktop, so why not Balance Due as well? 

Hey there, SIPCO. 

Thank you for your feedback, adding a Balance Due function to the invoice would be a beneficial tool. I'm suggesting that to our product development team for addition at a later update. In the meantime, I'm providing you with steps to a work around. With this workaround you can customize the email sent to your customers, so you can add whatever you want in the text field. Follow along below:

1. Go to the File menu. 
2. Select Send Forms. 
3. Choose the template you want to use from the Template drop-down. 

From here, you can change the message/body of the email.

Here are two articles that can provide some additional information about sending forms: 

• Create custom email templates in QuickBooks Desktop

• Fix custom email template issues in QuickBooks Desktop

If you have any other concerns, please don't hesitate to ask. I want to make sure you're able to get this resolved as soon as possible. Have a great day!

Yes I understand I can manually customize each individual email but that defeats the purpose of automation when dealing with 100's of invoices. It also diminishes the value of your 2020 feature, automated reminder emails. I would like to see an update to the types of auto populate fields available in send forms and reminder emails soon.

I totally agree and find this very frustrating.  I too customize each email with the balance due.

Doesn't look progessional and customers often get confused.