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C
calebw2
August 18, 2023
Question

Setting up Multiple Invoice templates

  • August 18, 2023
  • 1 reply
  • 113 views

Hello, I run a company and have just purchased another small business. 

 

I am wondering if there is a way for me to have two invoice templates, that have different company names and logos on them. Every time I seem to change the company info in the invoice template, it changes it on my account and on my other invoice templates.

 

Here in TN we are allowed to have multiple DBA names and that is what my company has. And I want to keep the company name for the business I bought so that the customers he has recognize where the invoice is coming from. Is there any way to do this because I have been reading and trying to figure it out but with no luck.

 

Is there anyway to make invoice templates based on Class?

 

Thanks,

Caleb 

1 reply

JenoP
JenoPQuickBooks Team
QuickBooks Team
August 18, 2023

Allow me to help you set up different company details in your invoices, Caleb.

 

The Class tracking feature offers the capability to add more categorization to your transactions. However, it does not provide the functionality to assign a unique invoice template within the same QBO account.

 

Instead, you have the option to use the Location Tracking feature. This allows you to create multiple invoice templates, each with its unique company name and address. I'd be glad to outline the steps with you. 

 

First, activated the feature using the instructions here: Turn On Class Tracking in QuickBooks Online.

 

Second, create a location by following these steps:

 

  1. Go to the Gear icon and select All lists.
  2. Look for Locations and click on it.
  3. Click New in the upper-right hand corner.
  4. Type in the name of location.
  5. Check the box for This location has a different company name when communicating with customers. Then, type in the name of the second company or DBA.
  6. Check the box for This location has a different address where customers contact me or send payments if you need a different address. Then, type in the address.
  7. Enter the name of the second company.
  8. Click Save.

 

After saving the details, the system will automatically pick up the name, contact number, and address that you put in once you select the location. Although, you can only use one logo for the entire company at the moment, regardless of the location. 

 

You can also proceed to creating separate invoice templates for each of the DBA. Here's how: 

 

  1. Go to the Gear icon and select Custom form styles.
  2. Click New style in the upper-right hand corner.
  3. Proceed to making the invoice template and click Save.

 

Let me share these resources for more details about this feature: 

 

 

Just in case you need more reference when customizing invoices, I'll provide these articles as well: 

 


I'll be on a look out for any follow-up inquiries you may have. I'll be ready to return here to ensure you receive the assistance you need.

C
calebw2Author
August 19, 2023

As well as the merchant details are not able to change, so that will quite possibly confuse customers

L
lin_jcaj
Level 9
June 6, 2024

Hi @Bryan_M - it's been almost a year since this was posted, and I just switched over to QB Online. Has QuickBooks Online made an improvement to this? I own a company under one name, and we have another DBA that has its own class and is billed separately. In QB Desktop, I could have multiple templates and change it to whenever I was billing this DBA's customers - which was much less confusing than to have to explain to customers why they were being billed by another entity they hadn't heard of! Any insights, workarounds, or future plans to bring back multiple template types is great appreciated! 


Thanks for following up on this thread regarding the availability of creating multiple invoice templates with another DBA, Nicole.

 

At this time, we have not received any updates about this matter. However, you could consider utilizing the location-tracking capability as a workaround. It's important to note that this feature is only available through the QuickBooks Online Plus and Advanced versions.

 

To turn on the location tracking functionality:

 

  1. Click the Gear icon and select Account and settings.
  2. Navigate to the Advanced tab.
  3. In the Categories section, click the Edit icon.
  4. Toggle on the "Track locations" setting.
  5. Click Save.

 

Once location tracking is enabled, you can add a DBA name for a specific location:

 

  1. Back in the main menu, click the Gear icon and select All Lists.
  2. Locate and click the Locations option.
  3. In the top right, click the New button.
  4. Enter the DBA name you want to use.
  5. Check the box "This location has a different company name when communicating with customers" Update the company name field with the correct DBA.
  6. Click Save.

 

I've also included an article that explains how to record payments to mark your outstanding invoices as paid.: Record invoice payments in QuickBooks Online.

 

You can always get back to this thread if you need additional assistance managing your invoice templates. The Community is ready to help.

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