Setting up Multiple Invoice templates

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: 

• Customize Sales Forms by Location in QuickBooks Online
• Add, Customize, or Remove Logos on Sales Forms

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

• Add a Discount to an Invoice or Sales Receipt in QuickBooks Online 
• Add Custom Fields to Sales Forms and Purchase Orders in QuickBooks Online 

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.

@jenop2

Thanks for your reply.

My only issue I seem to be having with this method is that in the email format of the invoice, it still only seems to be able to have one company name in the subject bar. And also, if there is a payment link or a qr code to pay the invoice, it takes you to a form with only one company name that cannot be changed. Is there a way to fix this? I took the logo out to avoid this and your suggestion worked for the information on the invoice, but on the emailed version of the invoice it still might confuse customers as it's a different business name.

Thanks,
Caleb

 @jenop2 

Thanks for your reply.

My only issue is that in the email format of the invoice there is only one company that can be in the subject bar. Also if there is a payment link or a qr code for customers to pay, there is only one company name at the top that doesn't seem to be able to change. 

I followed your suggestion and took out the logo, but with the subject of the email having the wrong company this may confuse customers when paying.

Is there anyway to fix this?

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

Thanks for coming back here, @calebw2. We appreciate you for choosing QuickBooks as your partner for tracking your financial activities. We understand creating two invoice templates with different company names becomes a challenge on your end. Let us help you clear things up.

The company name is defaulted to invoice messages. Even if you customize the template, the company name signed into QBO will still show on your customer end whenever you send an invoice to them. With this in mind, your newly purchased company should have another company file in QBO.

We can have multiple companies under the same QBO account. Each company file has its own paid subscription, but we access them with the same sign-in info. It will allow us to quickly switch between companies so the correct company name will appear when you send an invoice message.

To add a new company, visit the QuickBooks pricing page and choose the subscription you want. It will open one of two experiences: 

• If you're signed in to QuickBooks, you’ll be prompted to confirm the account you want to sign in with. If the account displayed is the one you want to use for the new company file, select Yes, that’s correct.
• If you haven’t signed in recently, you’ll be asked to create an Intuit account. Don't fill this out unless you want to connect your new company file to a new account. Instead, look for the "Adding a company to an existing account?" section and select the Sign in link. Sign in with the user ID and password you already use for QuickBooks.

Feel free to read this article for more details: Create or add another company file to QuickBooks Online.

Moreover, we'll provide these articles for future reference:

• Customize invoices, estimate, and sales receipts in QuickBooks Online.
• Record invoice payments in QuickBooks Online.
• Take and process payments in QuickBooks Online with QuickBooks Payments.

We're glad to have you here. If you have additional questions, please reply to this post. We'll be happy to assist you. Keep safe, and have a good day.

Wow, just ran into the same problem and the official response is, shall we say, disappointing. 

Total deal killer for me. Off to find another provider....

Yeah that is really disappointing. Seems like a very solvable problem. Especially because it's very common to have multiple DBAs. 

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.

I tried your recommendation of setting up two locations but the templates are still not able to be customized in the notes section.  I want to have one invoice template for certain products payable to one bank account and another template for other products that are payable to a different bank account.  I currently have the ACH banking info in the notes/footer section of the template.  Can these sections be customized in different templates.  Any changes in those sections made in one template change the same fields in all templates. 

I appreciate what you've done so far, @hellmuth. However, the option to customize each invoice template differently for every product is unavailable. Let me share further details below.

You're right that customizing an invoice template will also modify all other templates. Since this option you're looking for is unavailable due to QuickBooks product limitations, I suggest sending feedback to our product development team. That way, they can study this feature and may add this to future product updates.

Here's how:
 

1. Go to the Gear icon and click Feedback.
2. Enter your comments or product suggestions.
3. Click Next to submit feedback.
    

You can visit our QuickBooks Online Feature Requests website to track the status of your submitted feedback.

Additionally, you can utilize a third-party app integrated with QuickBooks that will allow you to customize each invoice template differently for every product. You can also look through our QuickBooks Online App Store.

Furthermore, I've attached this article for future reference in recording customer payments and managing customer statements in QuickBooks:

• Record invoice payments in QuickBooks Online
• Create and send customer statements in QuickBooks Online
   

Feel free to reach out the Community website if you still have clarification in managing customizing invoice and other sales transactions in QuickBooks. I'm always here to help you.