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RedTopConstruction
Level 1

Invoicing Set Up

Hi All!

 

I'm brand new to QB and just trying to get my systems established... I tried chatting with the support people, but they weren't helpful at all.  I'm hoping someone can help.

 

1. I created a custom invoice template - How do I set it as default so it's used each time?

 

2. How do a set default invoicing terms?  So I don't have to select the terms each time.

 

3. Under "bill to", where it auto fills the customer information.  How do I change the formatting?  Right now it's not showing the customer name, the next line is the street address, city is on the next line, state is on the next, etc.

 

4. Under my qty. and unit price columns, I want to put a unit of measure with it.  So if I type in 10 as a quantity, I want to then select hours or yards (we sell gravel in quantities of yards).  Do I need to do this manually?  Or could it know that if I selected trucking as the item and put in 10 as qty. that it would be hours - Versus selecting class five and 10... it would fill in yards.

 

5. How do you format the columns?  My line total column on the invoice isn't showing a dollar sign.

 

6. When I entered in my item list, I did note which items were taxable, versus non taxable.  Right now, taxable items are being placed here on my invoice... as an additional line item at the bottom.  I know how to use the invoice designer, so I'd like to add the sales tax after "subtotal" at the bottom and above "total".  How do I tell it to put the sales tax dollar figure there, instead of up there?

111.PNG

 

7. The system is starting the invoice number at 1 - How do I have it start from another number, other than 1?

 

8. Last question on this... I will need to be able to run a report that I set the dates for that gives me the information I need to login and pay my sales tax.  I need (for dates I need to be able to specify): total payments received, total taxable sales, total nontaxable sales and total sales tax collected.  How do I do that?

 

Well... that was a lot... thank you for any information!

Solved
Best answer January 15, 2021

Best Answers
MorganB
Content Leader

Invoicing Set Up

Thanks for following up, RedTopConstruction.

 

I'd be happy to provide some additional info regarding your questions about entries in your Desktop account.

 

If your expenses aren't checks, you do have a couple of other options to consider. Expense transactions can also be entered as bills or journal entries. 

 

Bills are typically used to record expenses that will be paid at a later time. Here's how to get one entered:

 

1. Click the Vendors tab in the top menu.

2. Select Enter Bill.

3. Enter all of the necessary info.

4. Choose Save & Close or Save & New at the bottom of the page.

 

The following article provides ever more info about entering bills in QuickBooks Desktop.

 

Journal entries are usually a last resort for entering transactions, and you'll want to speak with your accountant beforehand to make sure this is the best option for you. I recommend checking out this link for details on creating a journal entry in QuickBooks Desktop.

 

And lastly, that's correct. There isn't a way to upload an invoice template as an estimate. A new custom estimate form would need to be created. This article gives the steps on using and customizing form templates.

 

Please don't hesitate to reach back out if you have any further questions. Have a great weekend ahead!

View solution in original post

6 Comments
Ryan_M
QuickBooks Team

Invoicing Set Up

Hi @RedTopConstruction,

 

I'll handle these questions for you about QuickBooks Desktop (QBDT). 

 

For your first question, the system remembers the last template you used for your invoices. 

 

For the invoicing terms, you can set this for each customer.

 

Here's how:

 

  1. Go to the Customers menu.
  2. Select Customer Center.
  3. Search for the customer you want, then click the Edit (pencil) icon.
  4. Hit the Payment Settings tab.
  5. Choose the Payments Terms you want. 
  6. Click OK.

To edit the Bill To box for your invoices, follow these steps:

 

  1. Go to the Customers menu.
  2. Select Customer Center.
  3. Search for the customer you want, then click the Edit (pencil) icon.
  4. On the Address Info tab, edit the Invoice/Bill To box.
  5. Click OK.

You can see the Unit of Measure by going through these steps:

 

  1. Click the Lists menu.
  2. Select Item List.
  3. Locate the item you want to assign a unit of measure, then right-click on it.
  4. Choose Edit Item.
  5. Enter the appropriate Unit of Measure.

QBDT uses the default currency of the customer or vendor. What the system shows on the invoice is the amount itself. 

 

For your sixth question, please refer to this article: Show multiple sales tax items on an invoice

 

For the invoice number, you need to create a new invoice with a different number pattern you want to use and save it. The next time you create another invoice, the system will follow your new number pattern. 

 

As for your last questions, please view this article: Review sales tax reports

 

Feel free to tag me in the comments below if you have additional questions. I'll get back to you as soon as I can. 

RedTopConstruction
Level 1

Invoicing Set Up

Thanks a lot for the information @Ryan_M !

 

I was able to work through most of that, but have a couple follow up questions.

 

1. Regarding the sales tax and where it calculates on the invoice.  See my photo.  I would really like to change the layout of this, if it allows.  I would rather that sales tax didn't appear as a line item with the products.  Ideally I'd like to see "subtotal" at the bottom (like it is), then sales tax under that and total under that.  Is that possible to have it calculate and populate down there?  I was creating a sales receipt for quick sales and notice that sales receipts layout that way.  (see image)

111.PNG

 

113.PNG

 

2. When I'm entering in line items it appears in this order - I'd like it the columns to appear in another order - Is there a way to modify that?  I just want to change it in the input side - I already have the custom invoice created.

112.PNG

 

3. The one thing that I can't quite figure out how to do is to enter in my paid expenses.  Previously I used a spreadsheeet which was perfect for when it came time for taxes.  I see different ways to enter bills - But they're not really bills... they're expenses that I've paid and want to document.  I traditionally do this monthly.  How do I do this in a simple way?  I entered in my expense categories and popular "vendors" already.

I know QB can link with my card, banking, etc. but I'd like to start my manually entering them.

 

Thanks!!

RedTopConstruction
Level 1

Invoicing Set Up

@Ryan_M I have one more question... I spent a lot of time creating a custom invoice template.  Is there a way to use that template (and then edit it) for my custom estimates?  Thanks!

sberti
Moderator

Invoicing Set Up

Hello @RedTopConstruction

 

IN regards to your first question;

  • Go to Edit, then Preferences
  • Click Sales Tax, then go to the Company Preference tab
  • Click Add sales tax item
  • Under Type, choose Sales Tax Item
    • Update the Sales Tax Name
    • Description
    • Tax Rate (%)
    • and Tax Agency (vendor you collect for)
  • Click OK

Then you are able to customize the invoice and Select the Sales Tax in the Footer Tab.

All of this should lead to the Sales Tax being located at the bottom of the invoice like you are wanting.

 

For your second question, it is not possible to move the columns around.

 

For your third inquiry, you will need to write a check for expenses paid.

 

Then for your last question, you will need to create a new template if you need to customize the invoice to show your custom edits.

 

I hope this helps and if you need anything else please let me know so that I may further assist you!

 

Happy Friday!

RedTopConstruction
Level 1

Invoicing Set Up

Perfect, I was able to figure out the sales tax item.  

 

As for entering my expenses... they aren't all checks though... I'm just looking for the simplist way for it to record each expense with an amount for the purpose of caterogizing for taxes.

 

And I just want to verify, there's no way to save my current template and then upload/customize as an estimate?  I only ask because I have a lot of time into it.

 

Thanks!

MorganB
Content Leader

Invoicing Set Up

Thanks for following up, RedTopConstruction.

 

I'd be happy to provide some additional info regarding your questions about entries in your Desktop account.

 

If your expenses aren't checks, you do have a couple of other options to consider. Expense transactions can also be entered as bills or journal entries. 

 

Bills are typically used to record expenses that will be paid at a later time. Here's how to get one entered:

 

1. Click the Vendors tab in the top menu.

2. Select Enter Bill.

3. Enter all of the necessary info.

4. Choose Save & Close or Save & New at the bottom of the page.

 

The following article provides ever more info about entering bills in QuickBooks Desktop.

 

Journal entries are usually a last resort for entering transactions, and you'll want to speak with your accountant beforehand to make sure this is the best option for you. I recommend checking out this link for details on creating a journal entry in QuickBooks Desktop.

 

And lastly, that's correct. There isn't a way to upload an invoice template as an estimate. A new custom estimate form would need to be created. This article gives the steps on using and customizing form templates.

 

Please don't hesitate to reach back out if you have any further questions. Have a great weekend ahead!

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