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uncorkd
Level 1

I have created 2 invoice templates. However, every time I change the content on one, the other one automatically changes too. How do I setup 2 unique invoice templates?

I have created multiple form styles for invoices. I want the content to be different on both invoices. Whenever I edit the content and/or email on one invoice, the content and/or email on the other invoice automatically changes too. It seems like every template is just a duplicate of itself. I've tried deleting them and adding new ones from scratch. No matter what, any changes I make to one Invoice form style, the other one gets the same changes applied. What am I doing wrong?
7 Comments
KlentB
QuickBooks Team

I have created 2 invoice templates. However, every time I change the content on one, the other one automatically changes too. How do I setup 2 unique invoice templates?

I can share some information about how custom templates works, uncorkd.

 

You're not doing it wrong. By default, when you change the content of the header, customer message, and email of one invoice template, the other related templates will also be modified. But the custom labels of the columns and designs will still remain.

 

If you only want to change the information of the header, you'll want to consider utilizing the Location Tracking feature. This way, you'll have the option to set a different title, company name, address, email address, and phone number for your sales forms.

 

Here's how to turn on this feature:

 

  1. Go to the Gear icon, then select Account and Settings.
  2. Choose Advanced.
  3. In the Categories section, click the Edit ✎ icon.
  4. Tick the checkbox to track locations.
  5. Select Save, then Done.

After that, it's time to add the locations. I'll show you how:
 

  1. Go to the Gear icon, then select All Lists.
  2. Choose Locations.
  3. Click New, then add the Name of the location you want to track.
  4. Tick the checkboxes to add a different title, company name, address, email address, and phone number.
  5. Enter the necessary information.
  6. Click Save and close.

Once done, you'll just have to select the desired location from the Location drop-down menu to change the contents of the header upon creating the invoices.


Additionally, here are some articles that you can read to help manage your invoices in QuickBooks Online:

 

I'm just a few clicks away if you need more help in completing your other tasks in the program. Have a great rest of the day.

uncorkd
Level 1

I have created 2 invoice templates. However, every time I change the content on one, the other one automatically changes too. How do I setup 2 unique invoice templates?

Thank you for the response @KlentB . What we need to do is change the footer of the invoice and also change the email sent with the invoice. I am using these with recurring invoices and have two scenarios:

 

1. We charge the customer automatically (using recurring payments in our Quickbooks Merchant account). So we need to send the customer an invoice, but we want to tell them in the email and in the footer not to submit payment. The payment method they have on file will be charged automatically to pay for the invoice.

 

2. The customer needs to pay the invoice, so we want to tell them in the email and in the footer how to submit payment (either by using the Quickbooks Payments "Pay" button" or sending a check).

 

So we need two different types of messaging to go on different invoices, one instructing people to pay and one instructing them not to pay. How can we send different emails and have different footer content for invoices?

 

Thanks in advance for your help!

MaryAnn_E
QuickBooks Team

I have created 2 invoice templates. However, every time I change the content on one, the other one automatically changes too. How do I setup 2 unique invoice templates?

Hi there, @uncorkd.

 

You can now process recurring payments from your customers depending on the schedule you set using a Sales Receipt. Let me walk you through in doing so!

 

First, let's set up your recurring payments, here's how:

  1. Go to the Gear Icon.
  2. Choose Recurring Transactions.
  3. Click New.
  4. Select Sales Receipt from the Transactions Type drop-down.
  5. Hit Ok.
  6. Type in the name of the Recurring Transactions.
  7. Choose Scheduled from the Type drop-down.
  8. Select the name of the customer drop-down and verify the email of the customer.
  9. From the Payment Method drop-down, choose Credit Card Type.
    1. Enter your customer's credit card details.
    2. Click Ok.
  10. Click Save Template.

 

Make sure to secure the written authorization from your customer before setting up their recurring transactions.

 

That should do it! This should get you going in processing recurring credit card payments from your customers.

 

uncorkd
Level 1

I have created 2 invoice templates. However, every time I change the content on one, the other one automatically changes too. How do I setup 2 unique invoice templates?

Thanks @MaryAnn_E . What isn't clear to me and isn't listed anywhere in your help docs is what happens if the charge gets declined? Does it still send out a sales receipt to the customer even if the charge didn't go through? Or does it first attempt the charge and then only send the sales receipt if it was successful?

 

Do I get notified if the charge got declined? What is the status of the sales receipt in Quickbooks if the charge was declined (because technically there was no sale yet)?

 

Thanks!

jamespaul
QuickBooks Team

I have created 2 invoice templates. However, every time I change the content on one, the other one automatically changes too. How do I setup 2 unique invoice templates?

Hello, uncorkd.

 

I'm here to clarify the details on what will happen when a customer's payment gets declined in a recurring transaction setting. 

 

The system won't send out another sales receipt or invoice if the charge is declined on a recurring transaction setting. It will automatically attempt to re-charge the customer within 24 hours. 

 

You and your customer will be notified regarding the declined charge. On the customer's side, they'll receive an email with the details of the decline and the attempt notification. If they're paying a sales receipt, they'll simply encounter a declined charge when they pay their invoice.

 

On your side, the following will happen: 

 

  • You will receive an email about the declined charge. 
  • In QuickBooks Online, you will receive a notification on your Dashboard (usually located at the top of the company header) or under Getting things done. 
  • In your Merchant Services Center, you'll receive a declined transaction event. 

declinenotif1.PNG declinenotif2.PNG

 

Regarding the status of the sales receipt, this won't be imported to QuickBooks. As mentioned before, there will be a declined transaction event in your Merchant Services Center. For invoices, they will simply remain unpaid until a valid charge is made. 

 

I'd like to add something regarding the question about adding different footer messages. You can create two templates for invoices. In your previous reply, I see that you've already created them. In this case, make sure the other template has a different message in the Add footer text box. 

 

footer2.PNG

 

This box is independent from other templates. Anything you add here will stay on this particular template only. 

 

comparison1.PNG

 

You can assign the templates on your invoices by clicking the Customize button then selecting the template you want to use. 

 

footer1.PNG

 

For the email, you'll want to manually edit the message when you're about to send it over: 

 

footer3.PNG

 

If you need help resolving a declined payment, you can check this article for a guide on how to handle it: Fix customer's declined credit card payments.

 

If you haven't done it yet, you can visit our articles in the general help page. They have complete guides and important pointers in managing your transactions or your Payments account. 

 

Reach out to me if you have more questions. I want to make sure all of your concerns are taken care of. Just lay down the details in this thread and I'll be back with some guides and information. 

cam610
Level 2

I have created 2 invoice templates. However, every time I change the content on one, the other one automatically changes too. How do I setup 2 unique invoice templates?

This happens to me when I try to set up a template for both invoices and sale receipts.  If the invoice provides "remit to" information in the content field, then it automatically changes the content on the Sales Receipt.  I don't want that information on the sales receipt!    I've set up two different templates under the Custom Form Styles.  Clicked "New Style" and then set up the Invoice and all its necessary content.  I then did the same for a custom Sales Receipt.  Updated the content to say "thank you for your payment, etc."    Now when I go to create an invoice for a customer, the content says "thank you for your payment" for BOTH the invoice and the sales receipt!  

 

What am I doing wrong?  

uncorkd
Level 1

I have created 2 invoice templates. However, every time I change the content on one, the other one automatically changes too. How do I setup 2 unique invoice templates?

Yeah, same things here. If I change the footer or email content on any template, it changes on every other template, even if it's a Sales Receipt or Invoice template, they all change.

 

I spent 3 hours on the phone with Quickbooks support yesterday. Apparently they don't consider this a bug, it's a feature of some sort. Although I couldn't get a clear explanation as to why anyone would ever want their content duplicated on multiple templates, it defeats the whole purpose of templates to begin with. They eventually just told me to submit this as a feature request - that each template you create is unique. Seems pretty obvious that's what users would want to begin with.

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