Custom Invoice Template

We are a private school and invoice our parents each month for 10 months. We would like to have the invoice carry forward the balance from the last month and/ or have a previously paid amount shown on the new invoice.

Is this possible???

Good day, @Donna622.

Thank you for reaching out to us through this thread about your invoice concern. I can provide clarification about the information you want to share with your customers.

You can include a customer's account summary in your invoices. It'll show the transaction history for a customer's account (includes: Balance Forward, Payments and Credits, New Charges, and Total Amount Due).

Here's how:

1. Open the new invoice.
2. Click the Customize option at the bottom.
3. Choose your preferred template and select Edit current.
4. Go to the Content tab.
5. Click the pencil icon in the middle of the form.
6. Under Account summary, put a checkmark on the box beside Show on invoice.
7. Hit Done.

Access the Print or Preview option from an invoice to view the changes you make on the template. The option is visible at the bottom part next to Make recurring and Customize.

Also, we have a feature in QuickBooks that allows users to send customer statements. This way, they can view outstanding balances or invoices and summaries of the payments. For more information, you can visit this article: Create and send customer statements in QuickBooks Online.

I'm always available if you need any clarification concerning the features related to the invoices. Let me know by leaving a comment below and we'll be sure to help out.

Can Balance Forward, , Payments and Credits, , New Charges. , Total Amount Due be added to custom invoice templates?

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Hello, tlehman1.I'm here to provide some steps to ensure you can get the needed information added to your invoices.

Once you have custom invoice templates imported adding these account summaries is unavailable. You'll not able to make some changes. The best option that we can do is create a new template for them to show on the invoice. 

To do that:

1. Go to the Gear icon at the top and then, select Custom Form Styles.
2. Find the invoice template you use, then hit on Edit ✎. Or select the New Style▼ drop-down and create a new custom template.
3. Press on the Content tab.
4. In the form preview, tap on the body section and then Edit ✎.
5. Tick and check the Show on invoice checkbox.
6. Click on Done.

For more info about the process, please see this article: Add an account summary to an invoice in QuickBooks Online. 

Lastly, I'm adding these resources as additional references in managing your invoices:

• Import multiple invoices at once.
• Customize invoices, estimates, and sales receipts in QuickBooks Online.

Let me know if you need further assistance with managing your invoice form. I'm just a post away to help. Have a great day ahead. 

Thank you for your response, but I'm still confused by the following:

1. What is the purpose of the <accountsummaryamount> EZ Map field?  When I put it on an invoice template, it doesn't return any values.
2. Why is Account Summary section on the sample "Invoice-Airy-Pro-US" template that I downloaded from the QB Settings > Customer form styles > New style > Import style > Invoice > Download Import Guide, but the fields don't populate when I use this template.

Also, even if I use a standard template that I have clicked the "Show on Invoice" box, the summary information still doesn't show up on my invoice.  Do I need to turn it on somehow?

I can help figure out some factors to ensure the summary information shows on your imported invoice template, tlehman1.

You'll want to ensure your template fields match correctly with QuickBooks fields. Note: The style you want to import should have at least one field that has to be mapped to QuickBooks fields. You can follow the steps in this article to be guided in reuploading and mapping your template: Importing Custom Invoice Template into QuickBooks Online.

If the issue persists, you can perform some basic troubleshooting steps to isolate this further. Sometimes accumulated cache in the browser becomes corrupted causing template and import issues in QBO.

Let's open QuickBooks on a private window. It is the best place to identify any browser-related issues. You can use these keyboard shortcuts to open one:

• Google Chrome: Ctrl + Shift + N
• Mozilla Firefox: Ctrl + Shift + P
• Microsoft Edge: Ctrl + Shift + P
• Safari: Command + Shift + N

If the uploaded template populates your summary account, go back to your regular browser then clear its cache to remove the accumulated junk files. Switching to other supported browsers can also help fix this issue.

I'm also adding this link about uploading and adding logos to your invoices, estimates, and sales receipts in QuickBooks Online: Customize logos on sales forms.

If you have additional questions about importing templates, feel free to add them below. I'll be glad to assist you more.

I got the standard invoice template to work with the account summary details to appear, but the "Invoice-Airy-Pro-US.doc" example template provided by QB still doesn't show the summary data (see attached).

I tried Edge and Chrome as my browsers.

Thanks for getting back here, @tlehman1. I'm happy to provide additional steps to ensure that the account summary field will show on your imported invoice template.

I appreciate you updating us about the outcome of the steps you've performed as well as a screenshot. 

To start, let's verify that you use the following fields to map your template so it will show the account summary on the invoice: 

For more info, visit this link and head to the Account Summary Fields section: Importing Custom Invoice Templates into QuickBooks Online. 

If confirmed that you have the correct format and can't still see the account summary section, I recommend reaching out to our Customer Care team to further review your file. You can also request a screen-sharing session so they can check your setup. Here's how:

1. In your QBO account, click the Help icon.
2. Next, select the Search tab and click Contact Us.
3. From there, enter a brief description of your concern and select Continue.
4. Choose either Chat or Call option to connect to our live support.

To get assisted immediately, feel free to visit our support hours page.

On the other hand, you may also want to use an existing template or create a new one and add an account summary to it. To get started, follow the instructions in this article: Add an account summary to an invoice in QuickBooks Online. 

Please let me know if you have any other follow-up questions about managing your invoice template. I'm always here in the Community to help. Have a great day ahead and keep safe.