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Electronic invoice format for Accounting

hi i'm rachel from gentle frog in today's video of QuickBooks training we're going to talk about how to customize your invoices and QuickBooks Online [Music] what I have is my sample QuickBooks Online file to customize the invoices we can go about it in a couple of different ways that's kind of like driving to the grocery store there's multiple routes to get there I'm just gonna start by clicking on the gear in the upper right hand corner I'm then gonna go into the column for your company and go down to custom form styles I'm gonna make a whole new invoice I'm not going to edit the existing one I'm going to click a new style in the upper right hand corner and then I'm gonna select invoice from the drop-down list I'm gonna give my invoice in our my invoice template a name so template created October 16th and then I'm going to start from the top and work my way down to the bottom so for the template type I can see the sample on the right hand side of what this could look like so here's re new and then classic there's modern there's fresh this bold friendly so we're gonna use fresh for our example we can make local and it's by clicking on make logo edits so right now this is my logo if you didn't have a logo you can click on the plus sign and upload your logo so I've kind of thinking frog will upload that whatever your actual logo is and then it you can choose the size so small medium or large or you can opt to hide it all together I kind of like its I think I'll leave it and then the placement currently else in the upper left-hand corner I can move it to the middle or I could move it to the left I kind of like it on the left so I'm gonna believe it there so so splash on some colors so my go ahead and click on that this is my chance to change the colors so the colors right now really work but I will pretend like they don't and that I want something different so when I click on change the colors you can kind of see it's changing these um like bull dish colors so let's pick something fun so I've decided to pick those green as my color if you're very particular and you have colors that you like you can always use the code right here to pick the color you want if you're not sure their hex codes so you can always come in but you just go someplace to get you 2 hex codes but basically if you find the color you like this pound is gonna be the hex code so we'll pick this color and then all I'm doing is just gonna choose copy come over here and then it creates the colors you know just like I have here over here so you don't have to pick one of these sample colors if your particular so then I can choose my font so just kind of play around a bit and see which one makes sense for you and your business do Times New Roman and they'll make it slightly bigger because I want something I can read and then I can choose my margins I never monkey with the margins I think that they're fine how they are if you need the margins to be particular this is a good chance to change them so then the content when I click on content in the upper left hand corner it might invoices segmented into three boxes that I can add it when I click on the pencil in the upper right hand corner it allows me to change stuff so say for example I don't like this name or I think the name is too long like in my case I think it's you know so say a profile for mmm we'll say for videos now I have my business name just stretched out without going into a second line so this is all a matter of preference um right now when I look at my address it says us at the bottom I think that that's implied based on the clients that I work with so I'm going to go ahead and click on the hyperlink for address and then I'm gonna say hide country if I was the type of person who didn't want to display my street address I can always uncheck it and take it away so I've got it on there I can click on website and I can say go ahead and show me website and then form name right up here in the upper right hand corner it says invoice and so that makes sense to me but maybe I want it to say custom invoice it would ever make sense to you and then form numbers that's my invoice number use custom transaction numbers maybe I want to manually type in the invoice number it's an example of where this makes sense is if you're the type of person that has handwritten tickets and those tickets on the bottom have a number you might want to manually override whatever QuickBooks has is the invoice number and make the number match the handwritten written ticket number I know it sounds a little goofy but I have am shop that does that and so whatever makes sense for your business so then display what do we want to display for my clients I've got their name their address I'm shipping I'm not leaving anything so I'm not displaying that but if you're the type of person who ships something maybe you want to display it the terms so I am saying okay what are your terms in this example it's not 30 and then the due date I wanted to be really easy for my client to see when they need to pay their bill so I'm going to leave that on there if those don't apply then go ahead and uncheck them and take them off there are things that you can add so you can come down here to custom fields and when you click on that it gives you a spot to add custom fields you can see in a previous example I was doing something for an auto repair shop where they had stock number VIN number and vehicle info in so that's the custom fields here we can replace them and we can just say custom field one awesome field - info field 3 and then has changed them so the bold numbers the number I've just typed within the content underneath it is the content that you will type yourself when you create the invoice so I've got this the way I like it that income over two emails and I can just say do I want my PDF might invoice that I send my client do I want it attached to my email as a PDF or do I want to summarized in the body of my email but then you've got your reminder email and your reminder email you can just modify this to say anything you want it to say once you're happy with it go ahead and click on done and so now I've got my template created October in my standard invoice I'm going to take you to a blank invoice to show you what it looks like in practice or in the real world then I click on the plus sign in the upper right hand corner also notice the quick create menu under the column for customers I'm going to choose invoice so I'm going to create a customer named sample customer and I'm going to sell them a bathtub miss on bathtub for $100 using my custom fields so remember it's called custom field awesome field field info you should rename the fields to be anything you want them to be and if fields don't make sense for you if you don't need this extra information go ahead and take them off and don't include them on your invoice so info in box one box two box three we've got invoice number one zero one two but maybe I want it to be EBC one two three it meant down here mrs. customize I can change it from the standard invoice to the invoice I've just created and then I can click on print or preview and then again choose print or preview and it can see how the envoy's is going to look before I send it off to my client so it's got the green that I picked it's got the invoice that I created invoice abc123 it's got the content that I put for my custom fields it's got the description of what I've sold as they look at this and I look at the preview if I say you know what it's not the invoice isn't quite what I want it to look like I want to change the invoice you can change it here you will come down to customize you've got the invoice you want you can say edit current and then I'll bring you back to here where you can make changes so I'm going to choose content and we click on the pencil and I'm going to say for example that I don't want to list my item name all I want is my description I don't want to loose my quantity I just want the total so I'm going to say take off product and service take off the quantity and the rate and then just have the total so I'm gonna click done so now you can see that I've sold a bathtub and then its cost of hundred dollars and I don't see the shortened description that I have set up in my QuickBooks I don't see the rate and don't see the quantity I just see the grand total providing an invoice for my client that's real simple and easy to read but still providing me the detail that I want on the back end if you have any questions please don't hesitate to let me know go ahead and post a comment send me an email give me a phone call schedule an appointment I'm completely here for a few questions [Music] [Music]