QuickBooks Online: Easily Change Your Invoice Template

QuickBooks Online offers flexible invoice customization, allowing you to create professional-looking invoices that reflect your brand. Changing your invoice template is simple and can be done directly within your QuickBooks Online account. This allows you to modify layout, fonts, colors, and even add your company logo for a tailored appearance. A well-designed invoice improves your business image and helps ensure prompt payments.

To change your invoice template, navigate to the “Sales” tab and select “Invoices.” Click on “Customize” at the bottom of the page to access the design settings. You can choose from pre-designed templates or create a custom template from scratch. Within the customization options, you can adjust various elements, including the header, footer, font styles, color schemes, and fields displayed on the invoice. Remember to preview your changes before saving to ensure the invoice looks exactly as intended. Regularly updating your template helps maintain a professional brand image.

When communicating with clients or internally about invoice template changes, a clear and concise letter is essential. Below are example letters addressing different scenarios related to these changes. Using these templates saves time and ensures clear communication regarding invoice adjustments. Tailor these sample letters to fit your specific circumstances, client relationships, and type of business.

These sample letters are designed to assist in communicating invoice template updates professionally and effectively. Remember to adapt them to your unique needs and business context. Always maintain a tone that reflects your brand’s voice and fosters positive client relationships.

Sample Letters for Invoice Template Changes

Letter 1: Announcing a New Invoice Template

Dear [Client Name],

We’re excited to announce that we’ve updated our invoice template to provide you with a clearer and more user-friendly experience. You will notice a new design on your next invoice, effective [Date]. We believe these changes will improve clarity and make it easier for you to understand your billing details. If you have any questions, please don’t hesitate to contact us.

Sincerely,

[Your Company Name]

Letter 2: Explaining Changes to Invoice Layout

Dear [Client Name],

This letter is to inform you about some changes we’ve made to the layout of our invoices. The updates are designed to make it easier for you to find the information you need quickly. Key changes include [List specific changes, e.g., a new section for project hours, a clearer breakdown of fees]. These changes will take effect on invoices issued after [Date]. We appreciate your understanding.

Sincerely,

[Your Company Name]

Letter 3: Informing of Logo Addition to Invoices

Dear [Client Name],

We are writing to inform you that we have added our company logo to our invoices. This change is part of our ongoing effort to strengthen our brand identity and provide a more professional look to our communications. You will see the new logo on all invoices issued from [Date]. We hope you appreciate this subtle enhancement.

Sincerely,

[Your Company Name]

Letter 4: Notifying of Change in Payment Terms on Invoice

Dear [Client Name],

Please be advised that we have updated our payment terms, which will be reflected on future invoices. The new terms are [Specify new terms, e.g., net 15 days]. This change is effective from [Date]. Please review the updated terms on your next invoice. We appreciate your prompt payment and continued business.

Sincerely,

[Your Company Name]

Letter 5: Addressing Concerns about a New Invoice Template

Dear [Client Name],

We understand you may have some questions or concerns about our recently updated invoice template. We made these changes to improve clarity and provide more detailed information about the services we provide. If you have specific feedback or require clarification on any items, please do not hesitate to reach out. We value your business and want to ensure our invoices meet your needs.

Sincerely,

[Your Company Name]

Letter 6: Requesting Feedback on the New Invoice Template

Dear [Client Name],

We recently implemented a new invoice template and would greatly appreciate your feedback. Your opinion is important to us as we continually strive to improve our services and communication. Please take a moment to review the new invoice design and let us know if you have any suggestions or comments. Your input will help us ensure our invoices are clear, concise, and meet your needs.

Sincerely,

[Your Company Name]

Letter 7: Informing Customers of a Color Scheme Change on Invoices

Dear [Client Name],

We are writing to let you know that we have updated the color scheme of our invoices. This change is part of our rebranding efforts to create a more cohesive and professional image. The new color scheme will be visible on all invoices issued from [Date]. We believe this update will make our invoices more visually appealing and easier to read.

Sincerely,

[Your Company Name]

Letter 8: Notifying Customers of Font Change on Invoices

Dear [Client Name],

We would like to inform you that we have made changes to the font used on our invoices. This update is intended to improve readability and make our invoices more accessible. The new font will be implemented on invoices starting [Date]. We hope this change will enhance your experience when reviewing our invoices.

Sincerely,

[Your Company Name]

Letter 9: Informing Customers of Updated Invoice Numbering System

Dear [Client Name],

We are writing to inform you that we have updated our invoice numbering system to better manage our records. The new system will be implemented on all invoices issued from [Date]. This change will not affect the information or amount due on your invoices. We appreciate your understanding.

Sincerely,

[Your Company Name]

Letter 10: Addressing a Customer Request to Revert to the Old Invoice Template

Dear [Client Name],

Thank you for your feedback regarding our new invoice template. We understand your preference for the previous template. While we are committed to providing a standardized invoice format for all our clients, we appreciate your input. We will take your comments into consideration as we continue to refine our processes. If you have specific concerns about the current format, please let us know so we can address them individually.

Sincerely,

[Your Company Name]

Letter 11: Thanking Customers for Their Understanding During Invoice Template Changes

Dear [Client Name],

We want to thank you for your understanding as we have been making updates to our invoice template. Your patience is greatly appreciated as we strive to provide the best service and clear communication. If you have any further feedback or questions, please do not hesitate to reach out. We value your business and aim to make our invoices as user-friendly as possible.

Sincerely,

[Your Company Name]

Letter 12: Announcing the Addition of a QR Code for Easy Payment

Dear [Client Name],

We are pleased to announce that we have added a QR code to our invoices for your convenience. You can now easily scan the code with your mobile device to quickly access our payment portal. This feature is designed to streamline the payment process and make it more efficient for you. You will see the QR code on invoices issued from [Date].

Sincerely,

[Your Company Name]

Letter 13: Informing Customers About Updated Contact Information on Invoices

Dear [Client Name],

We are writing to inform you that we have updated our contact information on our invoices. This change is to ensure you have the most current and accurate contact details for any inquiries. Please note the updated contact information on invoices issued from [Date]. If you have any questions, feel free to reach out using the provided information.

Sincerely,

[Your Company Name]

Letter 14: Notification of Changes on Tax Information on Invoices

Dear [Client Name],

This letter is to notify you that there have been updates to our tax information displayed on our invoices. This may be due to changes in tax laws or our business registration. Please ensure that you review and update your records accordingly, as this may affect your accounting and compliance. The updated information will appear on invoices issued from [Date]. If you require further clarification, do not hesitate to reach out to our finance department.

Sincerely,

[Your Company Name]

Letter 15: Notification on Added Field for Discount Codes on Invoices

Dear [Client Name],

We are excited to inform you that we have added a new field for discount codes on our invoices. Now, you can easily apply any applicable discount codes at the time of payment. The new field will be prominently displayed on invoices from [Date]. Ensure you enter the discount code to avail of the discount. We appreciate your continued business and look forward to providing you with more exciting offers.

Sincerely,

[Your Company Name]

Letter 16: Notifying Clients About Changes on Shipping Details Section on Invoices

Dear [Client Name],

This letter is to inform you that we have updated the shipping details section on our invoices. This update is designed to provide more clarity and accuracy regarding shipping information. The updated section will be present on invoices from [Date]. We believe that this enhanced clarity will help in better management and tracking of your shipments. Should you have any queries, do not hesitate to contact us.

Sincerely,

[Your Company Name]

Letter 17: Notification About the Added Description Section on Invoices

Dear [Client Name],

We are writing to inform you that we have added a new section to our invoices for more detailed descriptions. The purpose of this section is to provide a clear breakdown of each service or product listed, making it easier for you to understand the charges. This enhancement will appear on all invoices issued from [Date]. We believe this will improve transparency and help you better understand your invoices.

Sincerely,

[Your Company Name]

Letter 18: Alerting Clients That Bank Details Are Now Exclusively on Invoices

Dear [Client Name],

We would like to inform you that our bank details will now exclusively be provided on our invoices. This is to ensure that we maintain a secure and controlled method for sharing our bank information. Please always refer to the invoices for our banking details when making a payment from [Date]. This measure is designed to prevent fraud and ensure that your payments are directed to the correct account.

Sincerely,

[Your Company Name]

Letter 19: Notifying Clients About the Cancellation of Itemized Breakdown on Invoices

Dear [Client Name],

We are writing to let you know that we are discontinuing the itemized breakdown of services on our invoices, effective [Date]. This change is part of our effort to streamline the invoicing process and reduce administrative overhead. If you require a detailed breakdown of services, please contact us directly, and we will be happy to provide you with it. Thank you for your understanding as we continue to improve our processes.

Sincerely,

[Your Company Name]

Letter 20: Thanking Customers for Their Continued Support Amidst Changes on Invoices

Dear [Client Name],

We wish to extend our heartfelt thanks for your continued support as we implement various changes to our invoices. Your patience and understanding are highly valued as we seek to improve our services. If you have any concerns or questions about any changes to our invoicing, please do not hesitate to contact us. We are committed to providing exceptional service and communication.

Sincerely,

[Your Company Name]

Letter 21: Informing clients about New Automated Follow-up Reminders Through Invoices

Dear [Client Name],

We are excited to introduce an enhancement to our invoicing system with automated follow-up reminders. This update is aimed at ensuring timely payments while maintaining clear communication regarding outstanding invoices. Effective from [Date], our system will automatically send payment reminders at predefined intervals. We understand the importance of clarity and seamless operations, hence, we have incorporated this to optimize the payment process while prioritizing your convenience. Thank you for your unwavering support.

Sincerely,

[Your Company Name]