Streamline Your Workflow with QuickBooks Online Invoice Templates for Teams

Quickbooks online invoice templates for teams

hi everyone my name is Linda salts I'm an advanced certified QuickBooks advisor with Q balance comm and I had a interesting question from a client needing a specialized invoice form that their customer was requesting so I took on the challenge to see what I could do and it will work if you don't have a lot of custom data that needs to be in that invoice form so what I've done is set up a standard form in Excel with information that the customers customer wanted to appear on every single invoice here is our website or logo or our license the cut' company's license number there CIN number that fact that it's an invoice now data that changes each invoice will be the invoice number the invoice date and we'll set up a custom field in QuickBooks Online for this week ending date QuickBooks Online allows for three custom fields if you can get all of this what I call static data data that doesn't change from invoice invoice in your template you can then and prepare your forms and quickbooks online for example all invoices for this company are going to be submitted by Ed Smith we've imported into Excel a screenshot of his signature and this is where the standard data will appear item description rate quantity and amount down below the payment terms will come in from the customer record and quickbooks online we have some conditions that we wanted to appear on our invoice and we wanted to tell the customer where the payments should be wired to this again is is static data that will appear on the same form if there's one piece of data that changes you could set up two templates and pick and choose the correct template based on what the static data is because you are limited to three custom field guess what I need to do is get this into word as a form and with my limited designer skills I just threw it into Excel and now what I'll do is save this as a PDF I will save it as a custom custom invoice form as a watermark and replace it so the neck step will be to take this PDF and convert it to a JPEG I have a program that does that for me go to view and look full screen mode I'll bring up take that screenshot save it as a JPEG I'll call it a watermark and I now have a JPEG of an Excel workbook next step is to come to word we'll go to page layout and watermark and custom watermark and import that picture and not it's not a washout and we want to scale a hundred percent and we'll apply that to that it's too far to the left page setup and I will have a 1.5 left margin and 0.25 top margin at 0.25 bottom margin and 0.1 right margin X I can okay now I can start to put in my data that will change QuickBooks Online has quite a few fields that you can map into this Word document my website has a list of all the fields company address email name now all of this is already set up as static data on the watermark so we don't really need any of this mapping we do need a custom field that will start an order we have an invoice number so we need to place the invoice date and number and we can insert a table you we can format the alignment to be the bottom and right justified select the borders and shadings of this table so that there are none and in that first table invoice number here we can put in invoice date go back into that standard listing of fields that are available we can go down and see that invoice date is that technically the name of the field and invoice number is technically the name of the field if we spell it exactly as listed here I'm guessing QuickBooks Online will do the mapping for us so we'll just put in invoice number here but it's not necessary and it's a little bit too wide and then I'll map it myself for the week ending date we don't need to have a table we can say custom custom one and keep that field here now just because we're placing the fields on this form in this location don't expect it to show up in the perfect position it's going to need fiddling the line spacing - this is one point five to one option here and say you know 0.85 if I did that and did a new line I might get it to show up exactly where it needs to be changing your line spacing in your document will work wonders to help you find that the correct solution to put in another table let's see we need five columns wide and sit rows below okay so we can grab this table and align it so look at that table lined up with now we don't need these lines but right now they're helping me format the fields in the correct location click on the table settings right click distribute rows evenly and we now have our rows aligned the cells to be right justified so we'll definitely look so now that we have our rows set up borders and shading and we can say no borders and shading but we can data we want in each of these fields again we're going to map it oh we forgot to put the brackets this is it and slide it out I think we'll just leave this as lying around here amount we'll just put them out and then down here we're going to need to put in total total right so we have some fields that we're going to line up now and and remove the borders and shading on the whole table is not okay there we go and we have the information that we need we also need one more field here under payment term we'll just put here terms now we're ready to leave this file our invoice one template it's saved now logon to QuickBooks Online and there's a few little housekeeping things we have to take care of and the photo our settings accounts and settings and we'll go to our sales settings we need to edit our sales form content and we'll just put in here week ending and if I'd like to point out one thing if you did want to shipping a ship to address you should mark off this form you should select this check box if you want custom transaction numbers check it if you want service date on your forms be sure to check that putting distant is count and deposit amount our footer data but all of this should be set up first if you add it later it will throw off your formatting you have to start over and it's a bit of a nuisance once you get it imported it works quite well let's click Save on that so that's the first step and the next thing we'll do go to QuickBooks labs and turn on import styles so we'll turn that on click on done now we're ready to import our template go to the big gear custom form styles new style import style browse for our invoice one template click on next QuickBooks displays the fields that you created on your word document on the left on the right are their QBO fields that you need to match up a map so we'll choose invoice number invoice date get some field one it found item product and service it found we did item product service description rate and quantity all seem to be matched up automatically amount did not come through so we'll type in amount and we want the amount line total terms matched up and total amount do came through correctly so we'll choose next what's done with our mapping this is a preview I would suggest you just save your template and do a test invoice let's go ahead and create an invoice laborer 15 hours at 85 material 50 okay let's go to customize and choose our new leak imported template well let's save print and preview and we see our invoice number lined up of course we should not have these borders I'll have to get rid of that on our next edit the labor description and rate they all seem to be appearing in the right location unfortunately our totals are way too high and I believe that's because QuickBooks is going to online is going to put the grand total two or three spaces below the last line item so we're going to need some filler spaces so let's go ahead and add some lines I'm gonna try line number 11 and put in a filler item called thank you for your business let's it save and then print preview to see well that looks now we can see that the thank you for your business is towards the bottom of the invoice and our net 30 and our grand total appear in almost the correct line location however the columns are this this is the grand total and that should be in the far right so there's something wrong with our template we'll have to get that fixed and try again so it close we'll just hit save and close out of here and we'll go back to our Word document so over here we may be able to move this over to the right a little bit and we can grab this table and maybe move it up just a little bit and as you can see I may just find it easier to put another table in below it put a couple lines in here and insert another table you we'll just put the terms and put the total here and we'll get rid of all these extra lines we don't need that okay and then we'll just get rid of these lines around that those fields right click on this plus I go to table properties borders and shading none and we're good that looks good so let's see if that works file and save as okay let's go back over to custom form Styles style and port style browse and we'll do three open next do our mapping again you let's go back to our invoice choose template three and let's see and again we have this spacer of putting a thank you for your business on the last printable line so there are some workarounds that we have to live with yeah and look at that it's amazing good luck guys if you need help with this you can give me a call number is 800 to 1000 763 we solve all kinds of issues and problems with QuickBooks desktop and QuickBooks Online thank you