Create a Custom Billing Format for NPOs Effortlessly

Custom billing format for NPOs

Welcome to QuickBooks Online for Nonprofits. My name is Ufuoma Ogaga. I am the Owner of Goshen ... Bookkeeping & Consulting. I am a Financial Controller and a QuickBooks ProAdvisor ... helping nonprofits to increase profitability one mission at a ... time. In today's tutorial, I am going to show you how to customize your sales forms ... in QuickBooks Online. To create custom sale forms ... in QuickBooks, click the Gear icon and select ... Custom Form Styles. You can create new form styles such invoices, estimates and sales receipts by clicking on the new style button. We are going to create an invoice first. Here under the Design tab, give your invoice template a name. You can change the template type. So you can choose airy classic, modern, fresh, bold, friendly. You could choose any ... template that matches your nonprofit branding. I like the friendly option. Once you select the template ... you want to use, you can add your logo by ... uploading a copy to QuickBooks Online. You can change the color on some of the template boxes ... to match your nonprofit brand color. You could choose a different font type, and you can change the font size as well. You can edit the page margins of the template. So, if you want to increase the left, the top, the bottom, and the right, you could do so. If you want it to be fitted in a ... windowed envelope, you can check that option. If you do a letterhead paper for printing out your invoices, you can also check that option. Switching the Content tab, here you can customize the ... body of your template by clicking on the pencil icon. Under the header section, you can update your ... business information, add your contact information ... or whatever information is missing from the screen, you can add that. Under the form section, you are going to edit the ... name of your template. So, if you want to call this pledges if you are tracking ... pledges inside QuickBooks Online, you can call it pledges. If you are tracking sponsorshp payments or invoicing your sponsors, you can call it sponsorship invoice. So you can change it to what you want. You can activate the custom transaction numbers, which is the number that shows right next to your form name. You can add a shipping address to display on the invoice if the customer has a shipping address. You can add additional custom fields if you are using ... those options inside of QuickBooks. Switching to the table section of the invoice template, here you can decide to show account summary on the ... template. You can customize all of the ... labels and columns that are displayed and the size of them. Clicking the pencil icon and switching to the message ... side, which is the footer of your template. If you want to show the deposit on the invoice, or do you want to show an estimate summary if you are using the estimate ... function. If you want to show deposit or discount here, you can show that as well. You can customize the message that shows up in the invoice. So here, you can thank you donors like thank you for your ... generous giving or thank you for payment or thank you for ... your service. You can customize the ... message box. You just want to keep it short and simple. If you are tracking payments with a third party system, you can also put a payment link in this box. You can repeat the same information, that payment link, you can put it in the footer text section. Just in case if you are not using QuickBooks Payments ... system and if you are using like a PayPal or a Vanco or ... any other third party merchant processor. You can put that information in the footer text. You can also add your federal EIN number there if ... you are using QuickBooks to track your donation ... statements. You can add your federal EIN ... number there as well. Switching to the Emails tab, here you can choose how ... your invoice will appear in emails. So you can select the option to show full details or you can ... do summarized details. And if you click on full details, you will see how it looks like on the right-hand screen. It is going to show how your email template will look like. I hate the full details verison, so I usually use the ... summarized details version because it is very simple. It keeps the email clean. You can attach a PDF to your ... email. You can change the subject ... line of your email. You can customize the body of your message. You can also customzie reminders. The payments tab gives you the option to select the types ... of payments you want to collect from your donors, members, entities, sponsors if you are using QuickBooks Payments. QuickBooks Payments merchant processor that ... allows other people to pay you directly online and ... through clicking on your invoice by credit card and ... ACH bank transfer. Now, I do recommend working an ... intuit reseller partner to get better credit card rates for ... your nonprofit. Here you can select bank transfer or your can select credit card. You can select the payment that you want to allow on ... your invoice. So if you select bank transfer, it will automatically put a pay now green button on your ... invoice template for the customer to click on it to pay ... you or send you money. Since the bank transfer option is free and it usually ... takes 5-7 days for you to receive your payments, that is the option I typically recommend for my nonprofits ... to sign up for and you can go through the whole of process ... of creating a profile. So once you do all of that process, you want to click preview PDF to just see how your ... template looks like. That way you want to make sure that everything is correct ... and it matches what you need. I am going to click exit to exit that screen and then just ... click Done to complete and save the invoice template. Here is the invoice template we just created and ... QuickBooks standard default one. I am going to repeat the entire customization process ... again by creating a sales receipt. If you don't like QuickBooks templates, you can import your own Word template by clicking on ... the Gear icon then select QuickBooks Labs. Here you can select the features that are in beta mode. Turn on import style. You can click on import styles to watch the video and demo file. You can read more about it. You can give Intuit a ... feedback to let them know that you either like this ... function or you don't like it. In this screen, you can also select and turn ... on other features that you are interested in using in ... QuickBooks Online. Once you go through that process, just click Done to exit out of this screen. To import your template, you are going to click on New ... style and then import style. You need to download the sample file because it has the ... HTML codes and fields that you need to use to customize your template. That is how to create an invoice and a sales receipt ... template in QuickBooks Online. Thank you for watching!