Adding contract terms on the back of an estimate/proposal

lighthouseconstruction · ‎December 10, 2018

Good morning.

Is there a way to add contract terms to all estimates I send out in QB? I have been using Excel and Word to format contracts and am just now getting the hang of formatting documents in QB so I can stop switching between programs.

But I am lacking our contract terms on the back of the document when I send out an estimate!

Thanks in advance for all your advice and input!

JamesPaulE · ‎December 10, 2018

Good morning to you as well, lighthouseconstruction!

Glad you're getting the hang of formatting documents in QuickBooks!

We can attach a file of your contract terms on your estimates by clicking on the Paper clip icon when creating an estimate.

If you have the time, you can check out this article for information about attaching documents for QuickBooks sales forms:

https://community.intuit.com/articles/1502158

If there's anything else you need to accomplish for your contract terms, please let me know by leaving a comment below. I'd be more than happy to work with you.

View solution in original post

JamesPaulE · ‎December 10, 2018

Good morning to you as well, lighthouseconstruction!

Glad you're getting the hang of formatting documents in QuickBooks!

We can attach a file of your contract terms on your estimates by clicking on the Paper clip icon when creating an estimate.

If you have the time, you can check out this article for information about attaching documents for QuickBooks sales forms:

https://community.intuit.com/articles/1502158

If there's anything else you need to accomplish for your contract terms, please let me know by leaving a comment below. I'd be more than happy to work with you.

jon6 · ‎December 10, 2018

How can this be automated so it is on every Estimate, without need to manually add? Don't want our terms to get missed.

Lexiesmemere · ‎December 10, 2018

One option is to print a stack of estimates on one side of the paper and then try to remember to use the other side of those forms to print your estimate on. (Keep requesting a better solution by sending feedback.)

bdeaton · ‎December 10, 2018

We have the same issue/question. The print one side optin you mention is not valid due to sending all estimates via email from QB. Is there a way to customize the template or add a page to the customization? We need our terms to go out with every estimate.

matt9 · ‎December 10, 2018

I agree. We need to be able to send standard wording > 400 characters with our estimates automatically. Whether that is by adding a option to the form customization to check a box so contract-terms.pdf (for example) is attached to every estimate OR the text field that appears on each estimate is increased to handle enough characters. Either approach could be added to your next software sprint. But by the looks of some feature requests standing for almost a year, I assume you haven't moved into the SCRUM framework. Smh....

qbteachmt · ‎December 10, 2018

@matt

Go to Lists menu > Templates. Edit the Estimate template. Go to Layout Designer view. Add a Text Box.

"We need to be able to send standard wording > 400 characters with our estimates automatically."

Put those words in the Box. Position it. Now it is part of the Form or standard preprinted words.

kkolesar · ‎December 10, 2018

I have the same issue. I'd like to be able to modify the template to add a 2nd or back page to have the terms "print" on the back of every invoice I email or have it at least automatically attach so that I don't have to manually attach it to every invoice. The special section does not allow enough characters.
Have there been any additional solutions on this?

qbteachmt · ‎December 10, 2018

You can use a Word Document to preprint the back side. QB is your Financial data program; it isn't a document processing program for terms and conditions. There are some basic fields and functions you can include, but not Terms and Conditions or Specifications and Contracts.

kkolesar · ‎December 10, 2018

We are emailing our invoices, so that doesn't help. It would just make our jobs quicker and easier if you could add a 2nd page or have the attachment automatically added to every invoice.

qbteachmt · ‎December 10, 2018

Yes, all through QB at the top of transactions and in Lists, you see the little paperclip icon = Attach. You Attach, for instance, the contract to the invoice or estimate, and when you Email, you email with Attachment or not.

rpm-services · ‎August 22, 2019

Dear Quick books,

Was there ever a better solution to this method?
I would like it placed befor the sign here bit at the bottom of the estimate?

As we use a dept collection agency they require a signed contract with every job, due to new regulations!!
Thank you

Adrian_A · ‎August 22, 2019

Hello there, rpm-services.

This idea has been forwarded to our developers. They'll review it and may consider for our future updates.

I'd suggest following what qbteachmt recommended. You can add another text box on your Estimate page and enter there your contract terms. You'll have to manually adjust each field so that all the text will be included in the box. Then, send it as PDF attachment.

Another way is to save it on a separate paper. Then, leave a space for the signature.

Thank you and have a good day!

Klindquist · ‎September 27, 2019

Same issue. Our Terms & Conditions are 2 pages long due to the nature of our product. And I'd like to be able to say that by accepting the estimate you also accept our Terms & Conditions. This would greatly streamline our quote-to-cash process.

Anonymous · ‎September 28, 2019

Hello, Klindquist.

As mentioned on the previous answers, adding a second page for contract is unavailable. For now, I’d recommend following the suggestions above which is through attachments.

You can also use the Memo field to enter the terms you’d like to say (By accepting the estimate you also accept our Terms & Conditions).

Another way is to add this on the footer. Here’s how:

Click the gear icon at the top.
Select Custom Form Styles.
Click Edit on the form style involved.
Go to Content and select the footer part.
Enter the details on the Add footer text.
Select Done.

I’ve also submitted a request for this and hopping they’ll consider adding it to our future updates.

Post a question again if you have other concerns.

rlaufersky · ‎November 23, 2019

Seems like it should be simple to remove the 400 character limit on the footer. We have the same issue with T&C's.

Mark_R · ‎November 23, 2019

Hi there, @rlaufersky.

As of this time, the current limit when adding note or footer text on any template is 400 characters. However, you can consider sending your estimate through PDF and attaching your T&C's as mentioned on this thread.

I understand how beneficial to you and your company to add your T&C's when sending estimates. But I want to let you know that your voice matters and I'm submitting your feedback directly to our engineers.

For now, you can visit our blog site so you'll be able to get the latest news about QuickBooks and what our Product Care Team is working on.

Please feel free to post any other questions you have below. The Community and I are always here to help you out.

DaniB · ‎November 24, 2019

I understand that WBs was never meant to create purchase orders or estimates with terms, but since QB added emailing as an option of sending out documents, it’s now not just a financial program. I have to create purchase orders (front with terms on the back) and subcontracts that’s are 15-16 pages long. I cannot use QB long-term for our construction business because of the limitations with documents. It’s time for QB to revamp the document portion of their software.

Charies_M · ‎November 24, 2019

Thanks for joining this thread, DaniB.

Our engineering team is constantly working to improve QuickBooks Desktop. I appreciate you for bringing this to our attention. We develop and improve our products through our customer's suggestions.

You help us decide which features to build, and what improvements should be made to our platform. For now, you can check regularly for product updates and feature enhancement through this link: QuickBooks Blog.

Please know that our developers can view this thread and are taking note of this request.

Thanks for letting us know your experience. I'm here help some more if you have other questions about QuickBooks Desktop. Have a good one.

Heritage Olive Trees · ‎March 06, 2020

I created non-inventory "items", this too has its word count issues, but by breaking your disclosures into sub-sections and creating an "item group" encompassing all legal, commitment, shipping, acceptance, signature "items" into one group, mine is "Legal Disclosure", I am able to add one line item to the contract that holds all the contract information.

There is ONE flaw with this method, I can not change the spacing of item descriptions so my contract is double spaced resulting in 5 pages of contract.

I like my method, it's very customizable.

Could your design team:

A) Add an option to allow for line spacing adjustments to the "item - description" (or just remove the double spacing)

B) Remove the automatic $0.00 dollar filler for non-inventory items.

Thank you!

JasroV · ‎March 06, 2020

Hi there, @Heritage Olive Trees.

I appreciate you for sharing your thoughts and suggestions in the Community. Rest assured I'll forward your suggestion to our product team so they'll consider adding this in the future.

In the meantime, you can visit the link provided by my colleague above to know about the latest news and updates about QuickBooks. From there, you can also learn what our product engineers are up to.

You might also want to check our Help articles during your free time. Form there, you can learn helpful tips that can help you manage your QuickBooks Desktop (QBDT).

Let me know in the comment section below if there's anything else you need. We're always around to help.

vft · ‎May 18, 2020

Yet another obvious and important miss by QBO.... what are you working on?

No terms on email-able invoices and estimates

No Sales Orders

No way to export invoices or all of the invoice details

No way to partial invoice

No way to purchase based on an Estimate

No way to import to the full selection of DB fields

No way to import or export to Custom Fields

Lack of clean tax integration (buy a competitor already - Alavara?)

Convoluted payroll processing

and so many more....

Does anyone at QBO actually speak with business owners or has anyone ever attempted to collect customer insights. Seeing that QBO is the leader in SMB Accounting Software with a long history and developed workforce, these absences in software solutions are discrediting - simply reading the forums on your site and the amount of feedback you are consistently receiving from users - at times over a 5-year period or longer - and the lack of providing solutions and a roadmap forward speak volumes. QBO does not care about you, they have market ownership and their complacency will hopefully get smoked out in time with better competitive solutions.

This is a dinosaur in the modern age - if anyone should be leading here QBO should - not a chance this is going to happen - leave now. The forums provide plenty of indication no one at QBO is listening who has the power to affect change.

"Please confirm you will pass this along to developers". hahahahahahahahahahha. Don't waste out time.

vft · ‎May 18, 2020

CEO "Sales team, why are you not using QBO?"
Sales Team "Because the Estimates and Invoices do not contain our Terms and Conditions."

CEO "Oh that's silly, I can add those right now. Is that the only reason you are not using QBO?"

Sales Team "Yes"

One hour later:

CEO "Well, Sales Team, this won't come as any surprise - you can't add Terms and Conditions to QBO invoices and estimates. The field has a 400 character limit. You should see the request from customers on the forum and the, unfortunately, expected responses from QBO regarding workarounds. I feel bad for them - they are so disconnected from the simple needs of their customers. This isn't 1994. But it must be at QBO HQ."

Sales Team "What do you want us to do?"
CEO "..................."

office at tentinger · ‎July 28, 2020

I do not find a paper clip icon on my desktop version. Can you offer any futher instructions?

Fiat Lux - ASIA · ‎July 28, 2020

It has the words of "Attach File" below the icon.

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