QuickBooks offers flexible invoice customization options, allowing you to tailor your invoices to match your brand and specific needs. Changing the invoice template is a simple process that can significantly improve the professional look of your business communications. Whether you want to add your logo, adjust the layout, or include specific information, QuickBooks makes it easy to create invoices that reflect your unique identity.
To change your invoice template in QuickBooks Online, navigate to the “Sales” tab, then click on “Invoices.” From there, click “Customize” at the bottom of the invoice preview. This will open the customization options, where you can choose from various pre-designed templates or create your own custom template. You can also adjust fonts, colors, and other design elements to personalize your invoice further. Remember to save your changes to apply the new template.
For QuickBooks Desktop users, the process is slightly different. Go to “Lists,” then “Templates.” You’ll see a list of existing templates. Select the template you want to modify or create a new one by clicking “Template” at the bottom and choosing “New.” The customization window allows you to change the layout, add fields, adjust fonts, and incorporate your company logo. Be sure to preview your changes and save the template once you’re satisfied.
By customizing your invoice templates, you can ensure consistency in your branding and improve the clarity and professionalism of your invoices. This not only enhances your brand image but also streamlines the billing process and reduces the likelihood of errors or misunderstandings with clients. Regularly review and update your templates to reflect any changes in your business or branding guidelines.
Invoice Template Customization Letter Examples
Below are sample letter snippets showing how invoice template changes can be communicated to different stakeholders. Remember to adapt these to your specific context and relationship with the recipient.
To Internal Team (Update Announcement):
Subject: New Invoice Template Rollout
Dear Team,
Please be advised that we are implementing a new invoice template effective [Date]. This template has been updated to reflect our current branding and improve clarity for our clients. A training document outlining the key changes is available at [Link]. If you have any questions, please contact [Contact Person/Department].
To Clients (Notification of Minor Changes):
Subject: Important Update Regarding Your Invoices
Dear [Client Name],
We are writing to inform you of a slight update to our invoice template. This change is primarily cosmetic and aimed at improving readability. You will notice [Mention specific change, e.g., a new logo placement or a slightly different layout]. This change does not affect the payment process or any other aspect of your account with us. Thank you for your continued business.
To Accounting Department (Request for Template Creation):
Subject: Request for Custom Invoice Template
Dear Accounting Team,
I am requesting the creation of a new custom invoice template for [Department/Project]. This template should include [Specific requirements, e.g., specific fields, project codes]. Please see the attached document for the detailed specifications. Let me know if you require any further information.
To Client (Explaining a Specific Field Change):
Subject: Clarification Regarding Invoice Field
Dear [Client Name],
We’ve updated our invoice template with a new field, “[Field Name]”. This field is designed to [Explanation of the field’s purpose and how it benefits the client]. Please let us know if you have any questions regarding this change. We appreciate your understanding.
To Sales Team (Information on New Template Features):
Subject: Updated Invoice Template – New Sales Tools!
Team,
The new invoice template is now live, and it includes some exciting new features to help you close more deals! It now includes a dedicated space for [Feature 1, e.g., promotions] and [Feature 2, e.g., special offers]. Check out the training video [link] to learn how to use these features effectively. Good luck!
To Management (Justification for Template Change):
Subject: Invoice Template Update – Branding & Efficiency
Dear Management,
This memo outlines the rationale behind the recent updates to our invoice template. These changes were implemented to [Reason 1, e.g., improve brand consistency] and [Reason 2, e.g., streamline payment processing]. We project these changes will lead to [Expected outcome, e.g., faster payment cycles and a stronger brand image]. A detailed analysis of the impact is available upon request.
To IT Department (Technical Request for Integration):
Subject: Request to Integrate New Invoice Template with CRM
Dear IT Team,
We are rolling out a new invoice template and require your assistance in integrating it with our CRM system. The new template includes several new fields that need to be mapped to corresponding fields in the CRM. Please coordinate with the accounting department to ensure a smooth transition.
To Printing Vendor (New Template Specifications):
Subject: New Invoice Template – Printing Specifications
Dear [Vendor Contact],
Please find attached our new invoice template for printing. Please note the changes in paper size and font. We would appreciate you starting printing with this new template from [Date]. Could you please provide a quote for printing 5000 copies?
To Legal Department (Review of New Legal Disclaimers):
Subject: Request to review disclaimers in invoice template
Dear Legal Team,
We have made updates to our invoice template, including modifications to the legal disclaimers. Can you review and approve these changes? The invoice template has been attached to this email. Your timely review is highly appreciated!
To Client (Explanation of a Late Fee Mentioned on Invoice):
Subject: Clarification of Late Fee on Invoice
Dear [Client Name],
You may have noticed a late fee on your recent invoice. This is due to [Reason for delay, e.g., non-payment on due date as per agreed payment terms]. Please find a copy of our agreed-upon terms of service attached, highlighting the late payment policy. We are happy to discuss payment options if needed.
To Team Member (Assigning the Invoice Template Update Task):
Subject: Assignment to Update Invoice Template
Dear [Team Member Name],
You have been assigned to update our invoice template with the latest brand guidelines. Please ensure that the new template reflects our new logo and colors. The deadline for this task is [Date]. Please let me know if you have any questions or need any help!
To Client (Thanking them after customization feedback):
Subject: Thank you for your help in the customization.
Dear [Client Name],
Thank you for taking the time to provide us with valuable feedback on our current invoice customization capabilities. We will carefully evaluate your suggestions and implement necessary changes that meet the goals of our users.
To Client (Notification of new online invoice portal):
Subject: Introducing Our New Online Invoice Portal!
Dear [Client Name],
We’re excited to announce the launch of our new online invoice portal! You can now easily view, download, and pay your invoices online. To get started, simply create an account at [link]. Please reach out if you need any help logging in.
To Supplier (Invoice Customization details):
Subject: Invoice Customization Requirements
Dear [Supplier Name],
As you know, as of [date], we are updating our customization and invoice standards. In the future, we require specific information to be present on all invoices to ensure compliance. Please ensure all invoices include [list of requested information].
To Department Head (Request For Budget to Support Customization):
Subject: Request for Budget to support invoice and template customization
Dear [Department Head Name],
We are submitting a request for funds to facilitate invoice customization for the next quarter. Customization would provide several benefits: improve user experience, ensure compliance, and provide clarity. The total estimated cost for the customization project is $xxxx.xx. Thank you for your consideration.
To Software provider (Help needed with automation of invoice customization):
Subject: Help needed with invoice automation
Dear [Software provider Name],
I am writing to get your assistance with automation of invoices. We are working with your system and need support to make template updates to improve efficiency. Could you please contact me with your team to setup a time to discuss it? Thank you for your help with this.
To Internal Team (Confirmation on Update):
Subject: UPDATE invoice and template customization
Dear Team,
Just letting you know, there has been progress in our template and invoice customization! You can expect to see changes in [locations] by [date]. Let me know if there are questions and thanks for your support!
Conclusion
Changing the invoice template in QuickBooks is a straightforward way to enhance your brand and improve the billing process. Whether you’re using QuickBooks Online or Desktop, the customization options are readily accessible. By following the steps outlined above and adapting the sample letters as needed, you can create invoices that are both professional and informative, contributing to a positive customer experience and efficient business operations.
