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Choosing an invoice template in QBO by a standard user

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Choosing an invoice template in QBO by a standard user

Hi,

a client of mine has qbo plus with several users. ONe of the users has rights to make invoices but there are different templates. He is not able to choose between the template because the option 'customize' does not appear in the toolbar below. Now, everytime he makes an invoice he has to ask a colleague with more 'rights' to change the template for him. NOt very practicle. Is there a solution for this?

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Community Champion

Re: Choosing an invoice template in QBO by a standard user

Hi @numberlicious ,

 

Depending on how you are using the custom invoice templates, I think I have to winning solutions for you.

If your company just has one custom invoice which is being selected each time that it is being sent out, I would suggest that you change the default invoice in the company file to be the one that you want everyone to use automatically.  This would eliminate the need for the unauthorized person to change the invoice format.

If you are creating unique invoices per sales person, that requires more than a single default invoice, I  would suggest that you set the default to display the invoice template of the person who does not have access. This way the only person who has to change the invoice template would be someone who already has access to the customization.

If you have multiple unique invoice types across different business lines:  you can setup divisions, also called locations, within QuickBooks Online.  If the only thing that needs to change is your companies contact information, (phone, address, website, etc) then you could setup divisions within QuickBooks Online Plus.  This change will make it possible to select different invoice details based on the division selected.

I hope one of these outside the box solutions helps you solve your challenge! If not, reach out I am always happy to help!

View solution in original post

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Community Champion

Re: Choosing an invoice template in QBO by a standard user

I love your name @numberlicious!

 

The best way to rectify this is to give this person user permissions that allows for access to accts. receivable.  Here is a list of user permissions.  The company admin or the master admin will have to edit his profile to give him access.

 

lynda 

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Moderator

Re: Choosing an invoice template in QBO by a standard user

Welcome to the Getting Started with QBOA Community @numberlicious.

 

I agree with @lynda and love your name too!  I would love to hear the story of where that came from!  

 

Your question is one that I've heard before from Accountants that use QBO.  Right now, we only allow one default template to be assigned per company.  It sounds like your client would need to be able to assign a default template per user or at the very least see a list of available templates (already created) to choose from.  Or as Lynda said assign a higher level of permissions for that user to get around this for now.

 

I would suggest entering Feedback as our Product Development team does read through those when deciding what to work on.

 

We are glad you found us and hope to see you back again!

Highlighted
Community Champion

Re: Choosing an invoice template in QBO by a standard user

Hi @numberlicious ,

 

Depending on how you are using the custom invoice templates, I think I have to winning solutions for you.

If your company just has one custom invoice which is being selected each time that it is being sent out, I would suggest that you change the default invoice in the company file to be the one that you want everyone to use automatically.  This would eliminate the need for the unauthorized person to change the invoice format.

If you are creating unique invoices per sales person, that requires more than a single default invoice, I  would suggest that you set the default to display the invoice template of the person who does not have access. This way the only person who has to change the invoice template would be someone who already has access to the customization.

If you have multiple unique invoice types across different business lines:  you can setup divisions, also called locations, within QuickBooks Online.  If the only thing that needs to change is your companies contact information, (phone, address, website, etc) then you could setup divisions within QuickBooks Online Plus.  This change will make it possible to select different invoice details based on the division selected.

I hope one of these outside the box solutions helps you solve your challenge! If not, reach out I am always happy to help!

View solution in original post

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Re: Choosing an invoice template in QBO by a standard user

Hi! Did you ever get a satisfactory answer to this problem? I agree with you, this is really not practical. Every single client we have can have a different invoice template they need based on the type of job we are doing for them. If I can't have a standard user who is also doing the bulk of the billing able to create invoices quickly by choosing which template goes to which job it is worthless to me.

 

And please, no more 'workarounds' or 'out of the box solutions'  other QB versions have this basic option so I don't understand why Online can't. I'm sorry we are converting from Enterprise to Online (whole other frustrating long story) and it seems like everything I try to do I have to find some kind of workaround to get the system to work like a basic accounting software package should work. It shouldn't be this complicated. 

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New Member

Re: Choosing an invoice template in QBO by a standard user

Agreed! This is really annoying. I just created a custom estimate template that a standard user requested and they can't select it when creating the estimate.  Very impratical and unwieldy.

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New Member

Re: Choosing an invoice template in QBO by a standard user

Guys,

This is sooo simple, it took me while to figuire it out and nothing online was worth a hoot.

After you create a custom invoice (different to the default invoices that you normally send), save it.

When creating a new invoice just go to the bottom of the page and pick customize, and choose the new invoice template and BINGO!!!!

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New Member

Re: Choosing an invoice template in QBO by a standard user

You don't get the customise option though if you are just a standard user?

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Moderator

Re: Choosing an invoice template in QBO by a standard user

That's correct @tb1980 the standard user depending on the way they are set up can be restricted from selecting customized templates.   Look at @ParkwayInc accepted solution for some ways to handle this.

 

You can let our product development team know how this is affecting your business by going to Gear > Feedback in your QBOA account.

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Level 1

Re: Choosing an invoice template in QBO by a standard user

I have basically the same question.  I have locations set up (one for Canada and one for the US).  I have two customized invoice templates... one for each country.  How do I link them together so that when someone creates an invoice and chooses "US" for the location the US invoice template will be used.

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