Customizing Your Invoices in QuickBooks Online
QuickBooks Online (QBO) offers robust features for creating and managing invoices. A key aspect of professional invoicing is customizing the invoice template to reflect your brand identity. This involves not just adding your logo but also adjusting the layout, color scheme, and the information displayed. By personalizing your invoices, you create a more cohesive and professional image for your business.
Step-by-Step Guide to Template Editing
To begin, navigate to the “Sales” section in QBO, then select “Invoices”. From there, you can choose to create a new invoice or edit an existing one. Look for the “Customize” button at the bottom of the invoice screen. This will open the template editor where you can modify various elements such as the logo, company information, fonts, colors, and the arrangement of fields. Remember to save your changes to apply the updated template.
Advanced Customization Options
Beyond the basic settings, QuickBooks Online allows for more advanced customizations. You can add custom fields to capture specific information relevant to your business. You can also modify the email that accompanies the invoice, personalizing the message to your clients. Explore the various options within the template editor to discover the full extent of customization available. Using these options will make your invoice more professional.
Best Practices for Effective Invoice Templates
While customization is important, it’s crucial to maintain clarity and professionalism in your invoice design. Ensure that all essential information, such as the invoice number, date, your company details, and the customer’s details, are clearly visible. Use a legible font and a color scheme that aligns with your brand. Avoid cluttering the invoice with unnecessary elements, and focus on providing a clean and easy-to-understand document.
Sample Letters: QuickBooks Online Invoice Template Usage
Subject: Your Invoice from [Your Company Name]
Dear [Client Name],
Please find attached invoice #[Invoice Number] for [Description of Services/Products]. The total amount due is $[Amount], payable by [Due Date].
We appreciate your business!
Sincerely,
[Your Name]
[Your Company Name]
Subject: Invoice #[Invoice Number] – Reminder
Dear [Client Name],
This is a friendly reminder that invoice #[Invoice Number] for $[Amount] is due on [Due Date]. You can view the invoice by clicking the link: [Invoice Link]
Let us know if you have any questions.
Sincerely,
[Your Name]
[Your Company Name]
Subject: Past Due Invoice #[Invoice Number]
Dear [Client Name],
We are writing to remind you that invoice #[Invoice Number] for $[Amount] is now past due. The original due date was [Due Date]. Please remit payment as soon as possible.
You can pay online here: [Payment Link]
Or send a check to: [Your Address]
Sincerely,
[Your Name]
[Your Company Name]
Subject: Invoice Query – #[Invoice Number]
Dear [Client Name],
We noticed that the payment of invoice #[Invoice Number] hasn’t been done, we’re hoping this isn’t due to technical issue.
You can pay online here: [Payment Link]
Or send a check to: [Your Address]
Sincerely,
[Your Name]
[Your Company Name]
Subject: Over Due Invoice #[Invoice Number]
Dear [Client Name],
This is a follow up regarding invoice #[Invoice Number] for $[Amount] is now Over due, we have been expecting the payment since [Due Date].
You can pay online here: [Payment Link]
Or send a check to: [Your Address]
Sincerely,
[Your Name]
[Your Company Name]
Subject: Invoice #[Invoice Number] has been paid
Dear [Client Name],
We have successfully acknowledged the payment invoice #[Invoice Number] for $[Amount], we appreciate your fast respond.
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Subject: Invoice #[Invoice Number] can not find
Dear [Client Name],
We are writing to remind you to find invoice #[Invoice Number] for $[Amount] that maybe you missed.
You can view online here: [Payment Link]
Sincerely,
[Your Name]
[Your Company Name]
Subject: Update invoice #[Invoice Number]
Dear [Client Name],
We are writing to notify you that we have updated invoice #[Invoice Number] for $[Amount], this includes a discount.
You can view online here: [Payment Link]
Sincerely,
[Your Name]
[Your Company Name]
Subject: Reopen invoice #[Invoice Number]
Dear [Client Name],
We are writing to notify you that we have reopen invoice #[Invoice Number] for $[Amount], since the payment has been returned.
You can view online here: [Payment Link]
Sincerely,
[Your Name]
[Your Company Name]
Subject: Cancelled invoice #[Invoice Number]
Dear [Client Name],
We are writing to notify you that we have cancelled invoice #[Invoice Number] for $[Amount], since the project has been cancelled.
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Subject: Draft invoice #[Invoice Number]
Dear [Client Name],
We are writing to notify you that we have created draft invoice #[Invoice Number] for $[Amount], this is an initial invoice.
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Subject: Copy invoice #[Invoice Number]
Dear [Client Name],
We are writing to notify you that we have created copy invoice #[Invoice Number] for $[Amount], we had to create one, since the original has been corrupted.
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Subject: Sent invoice #[Invoice Number]
Dear [Client Name],
We are writing to notify you that we have sent invoice #[Invoice Number] for $[Amount], please check your email.
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Subject: Delivery invoice #[Invoice Number]
Dear [Client Name],
We are writing to notify you that we have delivery invoice #[Invoice Number] for $[Amount], please note on estimated delivery date.
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Subject: Accepted invoice #[Invoice Number]
Dear [Client Name],
We are writing to notify you that we have accepted invoice #[Invoice Number] for $[Amount], please give us sometime to fullfil the request.
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Subject: Declined invoice #[Invoice Number]
Dear [Client Name],
We are writing to notify you that we have declined invoice #[Invoice Number] for $[Amount], there are some concerns and conflict in our records.
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Subject: Void invoice #[Invoice Number]
Dear [Client Name],
We are writing to notify you that we have void invoice #[Invoice Number] for $[Amount], since we don’t have stock in item.
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Subject: Partially Refund invoice #[Invoice Number]
Dear [Client Name],
We are writing to notify you that we have partially refunded invoice #[Invoice Number] for $[Amount], for some reasons and the others has been fullfiled.
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Subject: Full Refund invoice #[Invoice Number]
Dear [Client Name],
We are writing to notify you that we have fully refunded invoice #[Invoice Number] for $[Amount], since we are closing.
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Subject: Sent for approval invoice #[Invoice Number]
Dear [Client Name],
We are writing to notify you that we have sent for approval invoice #[Invoice Number] for $[Amount], we are waiting for you to accept it.
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Subject: Credit Note for invoice #[Invoice Number]
Dear [Client Name],
Please find enclosed Credit Note for invoice #[Invoice Number], for $[Amount] this can be used for discount.
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Subject: Interest Charge for invoice #[Invoice Number]
Dear [Client Name],
Due to late payment for invoice #[Invoice Number], for $[Amount] there will be a interest charge of $[Interest].
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Subject: Final Notice invoice #[Invoice Number]
Dear [Client Name],
This is our final notice regarding invoice #[Invoice Number], for $[Amount], if no payment, we will be forced to take action.
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Subject: Claim Filed invoice #[Invoice Number]
Dear [Client Name],
Please be aware that we filed claim regarding invoice #[Invoice Number], for $[Amount].
Thank you.
Sincerely,
[Your Name]
[Your Company Name]
Conclusion
Customizing your invoice templates in QuickBooks Online is a simple yet powerful way to enhance your brand image and improve the overall invoicing experience for your clients. By following the steps outlined above and incorporating the best practices, you can create professional, consistent, and effective invoices that reflect your business values. By editing your invoice template, you make a great first impression.
