Create an Invoice Template for Planning with airSlate SignNow

Create an invoice template for Planning

welcome to this quickbooks 2021 tutorial for beginners how to set up an invoice template so when you get into quickbooks and uh let's say you're just starting to use it or maybe you've just never really customized uh an invoice template or any templates for that matter quickbooks kind of defaults to this generic uh template that it gives you okay and so what you can do is you can make this template your own so you can customize it to make it for your business at logos change the fonts etc so we're going to talk about how to do that now one thing i want to show you real quick is if we go to customer the customer drop down menu we go to create invoices you're going to see that over here you can apply a different template so you can change it on different invoices okay so let's say we want to use the rock castle one it's going to bring up the template that was set up for that now what will happen to make your invoice template the default one is next time you go to create an invoice you're going to change it you know here to let's say intuit product invoice you're going to create your template or your invoice you're going to save it and the next time you come in to create an invoice it's going to default to that same in that same template that you picked okay so pretty straightforward there's no way to really say hey make this the default one except it's just going to remember that you used it the the last time you created an invoice and it will default to that one in the future okay all right so what we're going to do what you want to do in your quickbooks file you want to go to the list drop-down menu okay and you're going to see an option down here that says templates okay so you're going to see here you in your file this is a sample company file but you will probably just have the ones that say intuit in front of it so intuit product invoice standard statement etc so these are the basic ones that quickbooks gives you and in this case we want to create a new one so we're going to go down to templates we're going to click new and we're going to choose invoice because we are focusing on an invoice template in this video all right so it brings up the screen basic customization first thing you want to do is you want to go to manage templates and we want to change the name of this to my company template okay of course you are going to change it to whatever you want to make the name in this video i'm going to change it to my company template so we're going to click ok and you'll see now it says my company template if you want to use a logo you click here and you have to choose the logo from your computer or the cloud or wherever it is that you want to upload okay i'm not going to choose one in this video but for this case you know if you want to put your logo on the invoice which i i recommend i think it looks very nice you would choose that and click open okay i'm going to cancel this now next thing we want to do is if we are going to change the color scheme okay so let's say we want to make this maroon you're going to do that and then click apply color scheme and you can see that it changes everything on here okay if you're printing these and mailing them and it's a black and white printer it's not going to make any difference you just leave it black and white but if you're emailing them and you want to add some color here you can definitely do that okay now if you want to change the font okay the title is this where it says invoice and then of course the name address and the labels which are the column headers then you can do that so let's say we want to change the font of the title we want to make it italic and we want to make it let's say a little bit bigger okay we're going to say invoice it changed it right up there if we want to change the company name okay it's very small okay so i want to make it bold and let's say 16 we're gonna say okay and you'll see that it increases that there okay now we've got labels and you can see here there's all sorts of things totals subtotals data you can change all sorts of fonts on here okay now if you have your label it's going to put it over here and move the name and whatnot to the side all right now company and transaction information so if you want to add the company name company address fax number print past due stamp okay which if you have past due invoices it'll automatically put a passdo stamp on the invoice okay you can add your phone number and email address okay and so you can see where it's putting those down here email and phone number okay if you need to update this information you can click this and you can change any of this information within here you got legal information identification etc okay so i'm going to click ok all right print status stamp select to include the status on the form various statuses are paid pending received void and so on okay so i always check that off as well all right so we have the basic customization so now what we want to do is we want to go to additional customization it's going to bring up this screen and you can see here first of all you have two columns here screen and print and and then you have the title which you can change okay so you'll see all these different options so if you want the date to print but not on the screen then you can take that off or leave it on and the same with print okay and you can see it disappearing over here because we're in a print preview if you want to change the name of this to uh you know i'll just make up a name my invoice okay then you see it says my invoice date invoice number let's say you want to change this to num period it's going to change that up there and so you can go through down here and if you want to add say an account number let's say let's say we don't want birthday or spouse's name on an invoice but say that the rep you just went on the screen but you don't want it to print okay you can go down here and change all these all right now we want to go to columns okay and you'll see the same thing and these are down here so we have the different columns if you want to add you know description to the screen into print part number let's say amount class other color material and then you can add the names in here and if you want to change the order of these let's say that we want the uh let's see description is only on the screen but let's say we want quantity first and then we put that third it's going to move quantity here and then description so it's reordering the columns so you can go in here and change the order of the columns okay next progress columns so if this is a progress bill you're going to go through all of these and you're going to check off whether it's on the screen the printer both and then the order okay this is not a progress invoice so that does not apply here the footer again same thing screen print and you can put a customer message you can put a subtotal sales tax payments etc customer balance total let's say that and we put the customer balance total down there okay job total and if there's a disclaimer or anything that you want to put at the bottom you definitely can do that and now print okay so again use invoice printer settings from printer setup that's going to be the typical choice you're going to use but you can use specified printer settings below for this invoice okay so you can't change it to make it a different paper size landscape etc okay we're going to print page numbers on forms with more than two pages and trailing zeros means you're adding additional zeros so that quantity amounts are aligned on the decimal on the printed form you can do that but you don't need to okay all right so now we have the additional customization set up and now what you want to do is you want to go to the layout designer okay now this is going to allow you to move different things around all right so it looks a little bit funky but one thing i want to point out here a couple things i want to point out but you can say you show envelope window okay so if you're using an envelope to mail this invoice you're going to see this is where the envelope window is going to be okay so you want to make sure that that lines up with the return address which is your company address as well as your customers billing address all right so what you can do on here you can change you can move things what you're going to do is hold down your left mouse button so if i do that here i can move this to a different spot okay so if i want to change it let's put it back but let's say i want to move the date the let's put that now i'll put that right here and then i can put that here and put that here and if i wanted to move different things around here i could okay you can change the margins look at it with a grid view but basically this layout designer is for you to move things around all right now you want to make sure it looks nice and so you can try it a couple times and click ok and when it comes back here you can do a print preview and it's going to show you what this looks like okay all right so once you do this you're going to click ok with the additional customization and then you will have once you have the basic customization done what you can do is click ok ok and so you want to make sure you go through everything get it the way you want it to look and click ok ok now you'll see now when i go to customers create invoices you're going to see my company template okay now this is your template that you chose and let's say let's just try something let's say an item here blueprint changes to we'll say this is 120 okay so we got 240 now let's say i want to just do a a print preview of this to see what this looks like you can see that i've got the two rate and the amount okay and the customer total balance i put in there the email and the phone number all right so let me close this here and i'm not going to save this so we'll say save and close okay let me clear save and close okay now i do want to show you one other thing within invoices here okay so if i go to templates down here and i go to let's say i go up to new okay and i'm going to say new invoice and then i go to manage templates okay i want to show you this option right here where it says download templates okay this is if you want to instead of going through and creating everything yourself you can download certain templates okay where the design has already been done all right so you'll have to scroll through here there's all sorts of different ones but if you scroll through here you're going to see different options there's attorney invoice there's let's say email orange target ship okay you know what let's download that one we'll do it in a portrait form and just see what that looks like so i'm going to open this so you just click download and then you click open and it's going to bring it up on the screen okay so you're going to see now it brings up this basic customization so if i don't want to change anything and i just say okay okay and i go back to my templates you'll see that it's now in my templates so if i go up to customers create invoices and i say let's see email orange target remit invoice okay you'll see it changes it here but let's go to the print preview okay so now you can see that look it's got that entire template so if you need a little um inspiration if you need if you kind of want all this stuff done for you you can go get a template that's already out there you can download these already done you don't have to do any of this design work and you can add your logo you can change some things on this pre-done template and so you can see here that you know it's got some important information with credit card expiration signature um you know amount enclosed detach and return with the payment you know so get a little bit creative go in there download some templates make it your own and you can really spice it up for your company any questions any comments please feel free to leave those below uh happy to answer those for you also check out the quickbooks university discover more at qbuniversity.org