Company employee can't access different invoice templates

Let's try to troubleshoot this, ljosel.

Even though the user's access is limited to customers, they should be able to select the customize template. Since this is a part of their role.

Let's remove the user and add them again:

1. Click Settings.
2. Select Manage users.
3. Find the user you want to delete. Then select the arrow icon in the Action column.
4. Select Delete.
5. In the confirmation window, select Delete again.

Log out from your QuickBooks Online account, then log back in to add the user on the Manage user tab.

Check out this article to learn more about access rights: User roles and access rights in QuickBooks Online.

Kindly update me on how it goes. I want to make sure this is resolved and I'll be right here if you need anything else.

I followed the steps to delete and then recreate the user but we have the same issue. 

Hey there, @ljosel. 

Thanks for following up with us and trying the suggested steps by my colleague above. 

I have another suggestion to add to this. When you're creating the same user, are you using the same email as before? I recommend using a different email for that user when you recreate them. This gives a true fresh start. The user will only need to ensure they accept the invite in the new email. 

Please let me know if this works for you. I'll be sure to keep an eye out for your response. You can reach out to the Community any time you need a helping hand. Take care and have a wonderful day! 

I used a different email address for the employee but that doesn't resolve the issue.  There is still no way for her to select the template on the Invoice creation screen because the "Customize" button is not available.

However I did figure out a (somewhat clunky) workaround:  By going into Settings, then Manage Forms, she can make the template she wants to use the Default.  The only problem is that she has to do that 3+ step process every time she wants to use a different Template.  

ljosel, did you ever find a more streamlined approach or work around for thi?

I have the same issue with a recently-added employee.

It's a pain because we occasionally send out Pro Forma invoices using one template and then later change the template to Standard once we're ready to send the final invoice.

I can see why a user with restricted permissions should not be able to edit the templates themselves, but choosing which pre-existing template to use on a particular invoice should definitely be allowed.

I heard your sentiments, @CelesteBancos.

I understand the importance of having this feature be added to QuickBooks Online (QBO) where the employees with restricted permission can use the customized templates when invoicing.

Rest assured that our product developers are always open to suggestions to improve our products and can meet our customers’ business needs.

Thus, I recommend sending your feedback directly to our product engineers. They will be able to consider this option and assist you with your business demands in this manner.

Here’s how you can submit it in QuickBooks Online (QBO):

1. Go to the Gear icon.
2. Under the Profile column, click on Feedback.
3. Share your feedback. Then, click Next.

Keep me posted if you need further assistance with customizing your sales forms. I’ll be around to lend a hand for help. Stay safe!

I don't suppose anyone has found a permission that will grant employees the ability to switch an invoice to a different template that doesn't include making them a company admin, have they?

Thanks for connecting with us here in the Community, @Knaght.

The permission to let an employee change the invoice template to a different one is possible. You can do that by giving them access to edit the company information in the manage user settings.

If the employee is a Standard user, you may follow these steps:

1. Log in as the company admin, and click on Settings.
2. Select Manage Users, and choose the specific employee.
3. Under the Action column, click on the Edit dropdown.
4. Select Yes to allow a user to edit the company information.
5. Click on Save.

Once done, your employee can now switch to a different invoice template.

For additional information, you can refer to this article on how to edit and customize other sales forms: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Furthermore, please check out this article on how to receive and record invoice payments in QuickBooks Online (QBO): Record invoice payments in QBO.

Let me know if you need further assistance with regard to user access permissions for an invoice. We're always here to help. Have a great day.

I was given a solution.  I'm not sure it's optimal because you have to give your employees 'Full Access' to company info.  I'm not exactly sure what that means, so I hope they don't have access to anything with too much potential for damage...

Thanks for getting back with the Community, Knaght.

Full access users will be able to access everything for customers, sales, vendors, and purchases.

They can also:

• View all reports.
• View the activity log.
• Change account preferences.
• Add, edit, and delete accounts.
• Create, edit, and delete budgets.
• Add, edit, and delete employees.
• Make deposits and transfer funds.
• Manage sales tax data and settings.
• Reconcile accounts and create journal entries.
• Access and manage aspects of currency and multicurrency.

I've included a detailed resource about user permissions which may come in handy moving forward: User roles & access rights

I'll be here to help if there's any questions. Have an awesome Friday!

All reports?

Like all the financial data?

All payroll reports?

Hello there, @Knaght.

I recommend not giving full access in your Company info if you don't want your employees to manage your financial reports. I've got a workaround to help grant an employee the ability to change the invoice template and manage related reports. 

Begin by creating a sales role in QuickBooks Online: Here's how:
 

1. Go to Settings ⚙, then select Manage users.
2. Select the Roles tab, then select Add role.
3. In the Sales section, choose what your user can access.
4. Enter a role name and description, then select Save.

Once done, you can now assign the sales role in your specific employee. Please follow the steps below:

 

1. Go to Settings ⚙, then select Manage users.
2. Select the Users tab, then find the user you want to edit.
3. Select Edit from the Action column.
4. Choose the Sales role. 
5. Click Save.
    

If you need to manage and customize user permissions in QuickBooks Online, you can refer to the following articles:

• Add and manage custom roles in QuickBooks Online Advanced.
• User roles & access rights.
• Add and manage users in QuickBooks Online.

Please feel free to get back to us if you require any additional information about your invoices or access roles. We're always here to help. Have a great day!

Giving full access in the Sales section does NOT grant a user the ability to select an invoice template when editing an invoice.

The only way I have found to give them that ability to give them full access to the company info.

I appreciate you for doing the alternative steps by my colleagues above, @Knaght.

I can see that the option to give access to employees in customizing invoice templates is a crucial feature for any business. Discovering new ways to adapt to our customer's needs is how QuickBooks gets even better. Your feedback helps our Product Development team determine which feature will be implemented in the next future update. The change is also based on how popular a specific feature request is. 

That being said, I suggest submitting a product suggestion directly to our software engineers. We're taking notes of your ideas and insights. For detailed steps, you can follow the steps provided by RoseJillB.

Your relevant feedback goes to our Product Development team to help heighten your experience in QuickBooks Online (QBO). You can track feature requests through the QuickBooks Online Feature Requests website. Additionally, you can keep an eye on our QuickBooks Blog to stay up-to-date with the latest news.

In the meantime, you'll want to consider giving them access to edit the company information in the manage user settings. For more information, please see this article: User roles and access.

Additionally, let me share this relevant resource you can utilize to help setup, manage, or delete user profiles: Add and manage users in QuickBooks Online.

Thank you for your patience while we work on this. Feel at ease to get back to this thread if you have other concerns giving access to employee in customizing invoice template. I'll be more than happy to help. Please take care. 

Hi Rubielyn_J, I think I'm not being clear.

I don't need employees to be able to customize the invoice templates.  I just need them to be able to select which template to use when they're about to send an invoice.

That said, I think it IS clear that Intuit doesn't have a solution for this.  I've submitted the request via the feedback button, but it's a very unsatisfactory way to leave the question.  I appreciate you trying to help, though.

-Nate

We're having this issue now, except my employee used to be able to use the right template earlier this week. She randomly can't select it today for some reason. Did you find a better solution? deleting and readding her under a different email address seems reduntant, and we need her to use her work email for work related tasks. 

Thanks for sharing your experience in this thread, @NP3414. I can only think of browser-related problems as it only happens today.

When an internet cache of temporary files gets full, it's when it's started behaving erratically.

To confirm, I'd recommend logging into your QBO account in an incognito or private window. Use the keyboard shortcut keys listed below to access it in your preferred browser:

• Google Chrome, press CTRL+ Shift+N
• Mozilla Firefox: press CTRL+Shift+P
• Internet Explorer: Press CTRL+Shift+P
• Safari: press Command+Shift+N

Check to see if your employee can select the template now. Then, start clearing your browser's cache to ensure that it functions properly. If private browsing does not work, switch to another supported web browser for the best and most secure QuickBooks experience.

Let me know if you have more concerns. I'll be there to guide you again.

The team member clears her cache 3x per week. She also cleared her cache, rebooted her computer, and the issue was not resolved. 

She did find a work around by changing the invoice default in settings, then changing it back to the template we need. It seemed to work yesterday, but unsure if it will continue to work for her going forwad.

I don't think this is a browser issue.  The 'Customize' option simply isn't available at the bottom of the invoice.

Thanks for following up on this thread, Knaght. I want to make sure you're able to use the customize option on invoices in your QuickBooks Online account.

Since the troubleshooting methods mentioned above didn't do the trick, I recommend reaching out to a member of the QuickBooks Online Support Team. Agents have specialized tools such as the ability to share your screen to better determine what's causing the issue and get it resolved as quickly as possible.

Here's how to get in touch with the team:

1. Click the Help button in the top right corner.
2. Select Contact Us.
3. Enter Support in the field and choose Let's talk.
4. From here you can select to receive a callback at a time that's convenient for you, or begin a live chat session with an agent.

The following article provides these steps if you ever need them again in the future: QuickBooks Online Support

Please don't hesitate to reach back out if you have any other questions or concerns. I'll be here to help in any way that I can.

Thanks, but I've tried that already too.

The solution is to give our low-level employees nearly admin-level access to our books so they can pick a different template on a given invoice.

It's not something I can troubleshoot.  The permissions section of the software needs to be updated.

I have the same issue.

It is impossible to giive acces to 2 different template for an employee.

This is very annoying AND this is definitely a Quickbook issue.

Please fix that ASAP. Users should be entitle to pick different templates when printing.

Thank you

Thank you for joining this thread and informing us know you have the same issue of letting an employee access two different templates, @User CAN.

I understand how important it is to add the feature of letting an employee access two different templates when printing an invoice. I recommend sending feedback to our developers. They can review your suggestions and most likely include them in the future.

Here's how:

1. Go to the Help menu.
2. Hover on Send Feedback Online.
3. Select Product Suggestion.
4. Enter suggestions about the Combine forms to a recipient in one email option.

Keep me posted if you need further assistance with invoice template. I’ll be around to lend a hand for help. Have a great day.