How can we get our customer service rep access to "customize" function for invoices. This is where our Commercial Invoice template is kept and she needs for CA shipments

Hi there, sachadunn1.

You can add the customer service rep as admin so he/she can have access to the customization function on invoices. Please note that this user can see and do everything except edit or remove your master admin's access.

Here's how to add/invite:

1. Click the Gear icon at the upper right corner. Then, choose Manage Users. If you can’t select this, you don’t have permission to manage other users. Contact an admin user for help.
2. Select the Add user button.
3. Choose Company admin. More options will appear on the screen depending on the user type you select.
4. Enter your new user’s name and email address.
5. Hit Save.

Once done, your new user will immediately get an invitation email from quickbooks-email@intuit.com. It has your business’s name and a message that includes “Ready to get started? Let's go!”. Then, your new user needs to select the “Let’s go!” link in the email. Which takes them to a sign in or account creation page and they need to sign in or enter info to create a new account.

After that, the newly invited user can now use the customized function for invoices. Please share this article with him/her to see the detailed steps and information: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Please refer to the articles below on how to manage who can access your books in QuickBooks Online and see the different user types and levels of access in QuickBooks Online.

• Add, delete, or change user access.
• User types and user permissions in QuickBooks Online.

Please know that you're always welcome to post if you have any other concerns. Wishing you and your business continued success.

Hi ChristieAnn, 

We don't want to give a customer service rep Admin access. We just need them to be able to create a commercial invoice so they can ship thing to Canada/Overseas. That's not an Admin-level task. How do people usually get Commercial Invoices in QBO without granting Admin access to junior people?

Thanks,

Sacha

Thanks for your prompt response, @sachadunn1.

Let me add some details on how to create commercial invoices in QuickBooks Online.

Here's how:

1. Draft a list of the items you want to include on your commercial invoice.
2. Make sure the details satisfy the requirements of the Canada Customs Invoice.
3. Confer with your customer to see if they want to add any additional details, and go over the terms you and your customer have agreed on. It ensures that everything is included on the invoice.
4. Check to see whether the destination country has any special requirements.
5. Fill out an invoice template and add details as needed to transform it into a commercial invoice.
6. If desired, translate the invoice into the national language of the destination country but also remember to include a copy of the commercial invoice in your own language.
7. Compare the details on the commercial invoice with any other documents such as Letters of Credit or customs forms, and make sure everything matches.
8. Double-check the details of the invoice with the contents of your shipment, correcting any errors found.
9. Print out two copies of the commercial invoice, and pack one copy inside the shipment. Place the other copy in a clear pouch or envelope attached to the outside of the package.
10. Ship your package.

I'll add this reference for the steps above that includes all the details and insights in creating commercial invoices: 5 Things You Need to Know About Commercial Invoices. There it includes a link to download free templates online on the "Commercial Invoice Templates" section.

Additionally, this article will serve as your guide when you add more details in customizing template: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Please notify me by tagging (@Jovychris_A) if you need further assistance. I'm always here to help. Take care and have a nice day!

Hi Jovychris,

I know how to make a commercial invoice. What I'm asking is how to get a NON-ADMIN user access to the customized invoices. Not to MAKE a customized invoice but just to apply the customization to the invoice so they can ship to Canada.

Please see what she can see here and let me know how she can pull a commercial invoice from QBO. I really hope we don't need a company admin to get involved in shipping clerk activity. 

Thanks,

Sacha

Thanks for responding with more detailed information on what you want to achieve today, @sachadunn1.

We have different user types and levels of access in QuickBooks Online for firm users. A company admin can see and do everything, except editing or removing your master admin's access.

Here's how: 

1. Click the Settings menu, then select Manage Users. 
2. Find the user/client you want to edit, then select Edit in the Action column.
3. In the window that appears, choose Company admin in the User type drop-down list. 
4. Click Save when finished.  
5. Ask the user to sign out and then sign in to see the change.

Please note that the user types you can use depend on your QuickBooks Online plan. 

Check out this article to learn more about the user types per plan: User types in QuickBooks Online. It also includes insights about the level of access per user types. 

For future reference, read through this article to learn more about the levels of access for firm owners like you: Different levels of access for firm users. It also includes answers to the most frequently asked questions about the different access levels in QuickBooks Online Accountant.

Feel free to message again should you have additional questions. We're always delighted to answer them for you. 

Okay, so you answered the clarification that the user provided by providing the original answer again. Does that mean that there is no option to allow a non-admin have access to use the Customize feature when creating an invoice? If so, say that.

I've been looking for the answer to this question myself, and although I'm not a Firm user, I have found it difficult to find a straight answer to this question. When reviewing the access for a standard account, there was no reference to access to use the Customize feature when creating an invoice. There is no reason why a non-admin shouldn't be able to use an established custom form style.

Allow me to share additional information about this topic, @hdsds19.

I understand that you want to give the user a level of access to the customization function on invoices but not as an admin. At this time, yes, you can only add a user as an admin to customize invoices in QuickBooks Online (QBO). 

I want you to know that our engineers don't stop working to develop QuickBooks and give the best experiences to all of our users. Hopefully, adding users that can customize invoices will be included in future updates. For now, you can visit our blog to stay current with the latest QuickBooks news and updates.

You can also read this article to learn more about the user types and permissions in QBO.

As always, feel free to skim through our help articles in case you need related references while working with QuickBooks in the future.

Post again if you have any other questions. I'm always here to help. Have a good day!

I was wondering the same. I want my A/R clerk to use a certain template for sending invoices but if you don't give them "admin" status, then the customize button doesn't appear. I find the closest to this function is the Sales Manager role, giving them access to estimates and invoices but also company admin. You can hide all the bank information but as far as settings and subscriptions, they will be allowed to see it. I would like QBO to consider truly allowing the Master Admin to select all services allowed for a newly created role. This is really silly.