Create Custom Invoice Forms for Procurement Effortlessly

Custom invoice forms for Procurement

hi folks in this video i'm going to show you how to customize your forms in quickbooks online i'm also going to show you how to create multiple form templates such as invoice templates so you could potentially send one form to one group of clients for one thing and a different form for a different group of clients for another thing i'm even going to show you how to have different logos on the different forms however if you have quickbooks simple start or essentials your experience is going to be a little bit different than if you have quickbooks online plus or advanced because plus or advanced allows you to manage multiple locations with multiple company names per se or multiple dbas or fictitious names where with simple start essentials you can't i'll explain that when we get there you'll make a lot of sense let's jump right in so i'm looking at quickbooks online at the moment and i have a company called handmade purses when i go create an invoice i'm going to go to new and then go to invoice then i'm going to go to the process of creating the invoice like normal so i'm going to select my customer i'm going to select my product or service and then select the quantity and then my invoice is ready if i want to see what that invoice is going to look like when i print it or email it i'm going to click on the bottom all the way in the bottom where it says print or preview and then i click on the print or preview button once i click on printer preview you're going to see the pdf version of this this is the default template you're going to see name and address on the left hand side with your email and website that sort of thing logo on the right-hand side this is sort of a blue shade i'm going to show you how to edit that and how to change that so let's go ahead and close out of that i'm going to x out and then i'm going to click on the gear menu on the top right and then i'm going to click on custom form styles right now the only custom form style you're gonna see is standard this is the default one that gets created when you set up quickbooks for the first time i'm gonna click on edit on the right where it says action and then here's where i get to play with it i can click on make logo edits and if i don't have a logo there already i just click on the plus sign there on that box and i click on plus and i go search for the logo somewhere in my computer select it click open and upload it into quickbooks then select the logo click save and that will place the logo in there now i could also choose how i want that logo set up so if i wanted a small medium or large you got those options there i can also hide it so i can have it uploaded but not show it on the invoices and then i can choose whether i want to put it on the left center or in the right so i got total control over that let's say i want to change the overall color so i click on try a different color let's make this one maybe like a gray or a black so i get to choose what that looks like i have a little bit of flexibility with the font style and the font type and that's really the most you can do on this front i can click on content and then click on any of the three areas the header the body or the footer and then choose how to customize those parts so for example if i click anywhere in the header click on that i can change the name of the business here now note if i change the name of the business it will essentially change the name of the business in the entire company file if you do want to have multiple business names in multiple templates you have to turn on location tracking and this is what it says up here so i'll discuss that in a little bit for now let's just talk about what the experience looks like when you don't have plus or advance and you don't have that location tracking option so you get to choose the company name there and as well remember that if you change the company name there it changes it throughout the entire company file then we got the phone number the email the address this is where i get to choose the website i can choose everything that i want to see there i can customize there where it says invoice i can say your bill i can call it invoice invoice is a default you can call it whatever you want and then there's some other boxes here you can turn off and on in there there are there's the ability to add custom fields even with drop-down custom fields but that's only available in the advanced edition of quickbooks online so we won't cover that in this video we'll have other videos talking about custom fields and custom dropdown fields that sort of thing then here's his emails this is where i can customize what the email will look like so i get to choose here with his full details whether i want to see the actual item name and description and all that stuff inside of the body of the email in itself or i can just click on summarized if i don't want the details and i can choose whether or not i want to attach a pdf into the email i strongly always recommend to attach a pdf because your customer on the other side is going to want to save it or print it or whatever then i get to choose what the template looks like the subject line the body of the email there's also a reminder version of the email this is when you remind people that they haven't paid you which is different than the initial email where you send the invoice so you get to customize that stuff in there and that's really in a nutshell that's really all you can do but let's talk about creating a separate template another template in which i could presumably have a different logo for example so i'm going to click up here it says new style and i'm going to do a new style for an invoice that allows me to create a new template this one is let's say from my cake pop business so i'll type here k-pop template then i come up here where it says change up theme so i can change the theme altogether there's a couple of themes there not that many options you can just kind of toggle through them and see the different options i'm going to choose this one because that's kind of the most obviously different than the other one i'm going to click here says make logo edits and i'll make this logo on the left hand side and i'm also going to change the logo and put a different logo i have in my computer that is for my cake pops business and i'm going to click on save now the problem as i mentioned earlier is that if i change the company name here it will change it throughout the entire quickbooks file that's going to be a problem and that's a limitation with quickbooks online simple start and essentials so we'll discuss in a little bit going into plus or advanced to turn on locations and talking about having multiple business names inside of the same quickbooks file for now what i'm going to do is i'm going to go into content and i'm just simply going to remove the business name and maybe remove the email or or the website or whatever is it that is identifying to the other type of business or the other side of the business that i have and i'm hoping that the logo contains the information that i want my customer to see in worst case scenario if you're working with essentials or simple start and you can't have this multiple location feature you might want to redesign that image of your logo to contain the information you want the customer to see not the greatest thing to do but it is the option that's available okay so then i'm going to click on done and now i have my second template so i have my standard template for my handmade purchase business and i have my k-pop template for my k-pop type business so let's go back into my invoice i'm going to click on new here and invoice and then i'm gonna click on the history button here so i can see the recent invoices and i'm gonna open up the same invoice we were working on just now just as a quick reminder let's do a print preview so we can see what that looks like click on print preview and now you get to see what a template looks like that's the same template that we just we were playing with earlier so i'm going to close that now i'm going to switch and have this invoice with the same information that's in there use a different template again for emailing and printing so i'm going to click here it says customize in the bottom of the screen and then i can switch it from standard to k-pop template so once i make the switch now i can click on print or preview and i can see what that looks like and it's the exact same invoice with the same contents same product same price same everything invoice number date all the stuff stays the same but now you're gonna see um the new logo in there and we remove the company name and that sort of thing so that's how you get the option to create multiple templates with simple start or essentials that's it that's the limits that it has you can have unlimited templates in there you're gonna have to let the logo do most of the speaking when it comes to like company name or fictitious names or that sort of thing so let's get out of that now let's talk about turning on locations so i'm going to click on the gear menu on the top right and then i'm going to go into account and settings and i'm going to switch my account to plus i'm going to click here on billing and subscriptions and i'm going to make sure that i am on plus now so this is through by clicking on upgrade plan or downgrade plan and you'll get to choose which version you're in so as long as i am on plus and i am on plus now i can now turn on a feature called locations so i'm going to go into the advanced tab then i'm going to go down to where it says track locations turn on locations you can turn them off and on here you can even change whether location is called something else so i can use a term like territory or business or department or whatever and i get to choose what that's going to be for so let's just call this business instead of location just so we can play with that concept that we have two businesses inside of one entity let me just click on save here and then once you see that turned on i'm gonna go to done and now i'm gonna create the locations so i'm going to click on the gear menu over here and then click on all lists that will take me to the settings of all my lists i'm going to go down to my locations which is now called businesses click on that and i'll be able to create my multiple locations so i'm going to click on new and then i'm going to create my default location and my default location was handmade process so i'm going to go here and type hand made versus that's my default location that's containing all the default information that's already in my quickbooks file so i'm good with that i'll click on save so that's location one then i'm gonna click on new and then create location two which is cake pops right so we're gonna do cake pops and then in here i'm going to select this business has a different title on sales forms so in here i'm going to put cake pops boston or whatever whatever my company name then is it is there a different company name communicating to customers yes i'm gonna put that in as well so the templates and everything contain sort of a different company name does it have a different address let's say the address is the same uh different emails yes let's say this is hector cakepops.com and is there a different phone number yes we'll put here um nine five four nine five four seven seven seven eight 5585 whatever it is and then i'm going to click on save so now the second location contains sort of alternate information to that so let's see how that works let's see how that functions let me go back now into my invoices now that i have my multiple locations i'm going to look at my recent invoices look at customer abc so right now i don't have any business or location selected at the moment let's click on print preview just to see what we have now this is now showing the cake pop information good let's switch that i'm going to just click on customize put it back into standard and then click on print preview take a look at that and now we get to see our standard information with our standard company name and um and email and address and all that stuff so that's good that that part is the sort of the core business that one is being set up now let's go ahead and click on customize let's change it to the cake pop template and i'm going to go back and click on edit current style so i can go and edit it so now that i'm introducing this template i can now go in here click on not make logo edits to content and then click on the header and then in here i'm going to click on business name phone number email address i'm going to enable all this and website and whatever this i'm not going to change it in here i'm going to leave what's in there because as a default information i'm going to trust that my locations are going to work correctly so don't worry about that no need to change it here that's my core or my default template name leave that in there then i'm going to click on done okay so right now i i've changed that when i click on print preview i'm going to go in there and i'm going to see the wrong info right now it's going to be the wrong information actually whoops let me get out of that let me change the template to the cake pop template that's the one we wanted to see and then do the print preview and there it is this is showing handmade purses it's showing the wrong information that's fine okay that's like that because we haven't selected the location or the business yet so i'm going to x out of that then up here on the right it says business this is where i click on my drop down menu and i click on handmade purses now it won't by default choose the handmade purse uh i mean sorry not handmade purses uh the kick pop one so you will not by default link a template with the location that's not available yet you still have to make the switch of uh and customize the templates based on the customer or the deal that you're doing that's still kind of a nuance that you have to deal with so you have to every time you do an invoice you got to choose which is the um which is the template you want to use of course make a default to the one you're going to use the most but even though uh before the wrong address was showing because i changed the business category here i'm going to save it now i'm going to click on print preview and then you're going to see that this is now going to change the company name because this the information is now uh driven by the location so if you turn on locations which again you need quickbooks online plus or advanced for that then you'll be able to also be able to have a different business name and address and phone number and all and all that stuff if you need to have on top of just the different logos have that so you have to remember you got to be on plus or advance for that so one more thing that's worth looking at here in the gear menu on the top you get to make sort of quick changes to what this is going to look like without having to change the template so when we went earlier that's for us to change the entire template but in here you can individually change some of the things that you're seeing on the invoice without having to go and change the template so even though these things these fields here in the header and the fields in the columns or in the content that also can be changed in the styles menu you can also make some quick changes in here and choose which fields you want to see or not see in your template something else worth looking at when it comes to customizing your forms anyway i hope you like this video and if you are gonna sign up for quickbooks online for the first time after watching this video make sure to use the link that is in the description so you get a discount for the first 12 months of your subscription thank you and i'll see you on the next 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