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Level 1

customizing invoice email

QBO seems structured around using QB's ACH, banking, and CC processing, almost none of which we want to use.  We want our invoice email to include a link to OUR CC processing company, which is possible except the only place on the email template for editable content is "message," which appears at the bottom of the email and customers usually miss it.  We want to put that link higher.  We've managed to turn of the "review and pay" button altogether (switching from HTML to plain text) but now there's no way to do an ACH payment.  Is there some kind of a link for that that we can include in the message???  I'd like the template to JUST list our payment methods:

  • QB ACH
  • OUR CC



3 Comments 3
Level 3

customizing invoice email

Hi @mikewillso, I'd suggest turning off the credit card option and keeping the ACH option on in your online payments. That way when your client's "view and pay" your invoices, they will only have ACH as an option to pay in QBO. 


As for your external CC processing, I think you're right. The only way to place that is entering it in the "Message to customer" box which appears below the review and pay button in QBO. 


This may not be the most ideal workaround for you; I'd be happy to see what the other folks here have to say. :-)


customizing invoice email

I can share some information that can help you with customizing your invoice template, @mikewillso.


You can create a new template for your invoice and set the Message box on top of it. First, enable Import Styles in QuickBooks Labs. 


Here's how:


  1. Go to your Gear icon and click on QuickBooks Labs.
  2. On the page that appears, toggle to On the option for Import Styles.


Once you're done, open a Word document and start creating your format. Take note of the field codes of your file. These are the keywords that can ease the process of mapping QBO data to dynamic parts of the template. You can use <message> as the EZ Map Field for the message displayed in invoice.


Refer to this article for more information about designing a custom form styles for your invoices: Import custom form styles for invoices or estimates. This will also guide you saving, uploading, and matching your fields with QuickBooks fields. 


Here's more information on how to record the payments once you've received them: Record invoice payments in QuickBooks Online.


I'm always here if you need help with your invoices. I'm always glad to help in any way I can. Have a great rest of the day!

Fiat Lux - ASIA
Level 15

customizing invoice email

@mikewillso wrote:

We want our invoice email to include a link to OUR CC processing company,



Which payment processor are you using? If you find it in the list below, you may have a 3rd party connector to integrate it with QB.


payment gateway.jpg

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