Invoicing and statements

Mark Olinger · ‎April 03, 2024

Changed over to online and am struggling with the differences in some areas. We are a club with 60 members who have fixed charges of dues each month plus any activity charges.

On the desktop version we would automate the dues to the member's account ledger and manually enter any other charges to that ledger. I see that the online version uses "recurring transactions". I have yet to figure out how the dues can be added to the member's account via invoice and have the correct date posted as well. The invoice template require one to enter specific dates msg one would need to manually change those dates monthly in our case.

Also, if I automate (Schedule) the invoice it (the invoice itself) is dated on that date. For example, it is our desire to send out an invoice for each member on the 6th for the last month's activity of dues and any club activity. That invoice is dated the 6th so, when I send statements for March 1-31 it does not include the March activity listed on the April 6 invoice.

Must be missing something. Any suggestions appreciated.

MariaSoledadG · ‎April 04, 2024

I can see how you want QuickBooks Online (QBO) to work simply with invoices. I'll show you what you can do about this, Mark.

When editing a standard template, you'll have to click the New style drop-down first and select Invoice. This lets you add your standard template and save another template that you can use for your invoices. To do so, follow the steps outlined below:

Go to the Gear icon, then select Custom form styles.
Click the New Style drop-down arrow, then select Invoice.
Edit the invoice and click Done.

Once you create an invoice, you'll have the option to choose the template you have just edited earlier. Please see the screenshot for your visual guide:

On the other hand, if some of the columns in your invoice aren't showing, you can put a checkmark on the option. This ensures this shows up on your invoice form.

Learn how you can customize the appearance and layout of your sales forms. Check out this article for more details: Customize Invoices, Estimates, and Sales Receipts in QuickBooks Online.

You can always post your questions here about invoices if you need further assistance or if you're referring to something else. We're always here to help you any time.

View solution in original post

SirielJeaB · ‎April 03, 2024

Hello there, Mark.

You can create an unscheduled recurring template using the same information as your scheduled template. This allows you to manually add dues and ensure accuracy, especially when adjusting due dates or adding activity charges for specific members.

To set up an unscheduled template:

Click on the Gear icon and select Recurring transactions.
Choose New, then pick Invoice from the Transaction Type dropdown button.
Enter the required information, mirroring the details in your scheduled template.
Save the template.

When you have activity charges to include in the fixed charges, you can use the unscheduled template by accessing the Recurring transactions page, finding the template, and clicking the Use button in the Action column.

You'll want to tailor the appearance of your documents to match your brand and preferences. Check out this article: Customize invoices, estimates, and sales receipts in QuickBooks Online.

I'm always here to assist you with your invoicing needs and ensure that you have a positive and productive experience with QuickBooks. You can either click the Reply button below or post in the Community space to receive a prompt response from me.

Mark Olinger · ‎April 04, 2024

Thanks for the reply. It is a lot more laborous than the desktop version but I do understand what you are saying.

I watched the video via the link you provided concerning creating invoices. Two questions:

1. How do I edit the standard template to change the standard message contained when creating a new one?

2. How can I get the quantity and, perhaps, other fields, to show and be used? The video showed some fields that I cannot find.

Thanks...Mark

MariaSoledadG · ‎April 04, 2024

I can see how you want QuickBooks Online (QBO) to work simply with invoices. I'll show you what you can do about this, Mark.

When editing a standard template, you'll have to click the New style drop-down first and select Invoice. This lets you add your standard template and save another template that you can use for your invoices. To do so, follow the steps outlined below:

Go to the Gear icon, then select Custom form styles.
Click the New Style drop-down arrow, then select Invoice.
Edit the invoice and click Done.

Once you create an invoice, you'll have the option to choose the template you have just edited earlier. Please see the screenshot for your visual guide:

On the other hand, if some of the columns in your invoice aren't showing, you can put a checkmark on the option. This ensures this shows up on your invoice form.

Learn how you can customize the appearance and layout of your sales forms. Check out this article for more details: Customize Invoices, Estimates, and Sales Receipts in QuickBooks Online.

You can always post your questions here about invoices if you need further assistance or if you're referring to something else. We're always here to help you any time.

Mark Olinger · ‎April 05, 2024

Thank you for pointing me in the right direction...Mark

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Invoicing and statements