QuickBooks Online allows you to streamline your invoicing process by creating custom invoice templates. These templates save time and ensure consistent branding across all your invoices. This guide walks you through the process, providing step-by-step instructions and a sample letter to get you started. Properly configured templates can improve cash flow and leave a professional impression on your clients. A customized look also provides a great client management tool.
To create a custom invoice template in QuickBooks Online, navigate to the “Settings” menu (gear icon). Then, select “Custom form styles”. Click on “New style” and choose “Invoice”. From there, you can customize the appearance of your invoice by adding your company logo, choosing fonts and colors, and adjusting the layout. You can also add specific fields to the template based on your business needs, such as payment terms or customer messages.
Once you’ve customized the appearance, move on to the “Content” tab. Here, you can edit the information displayed on the invoice, including company information, customer details, and item descriptions. You can also add custom fields to capture specific information, such as project codes or tracking numbers. Preview your template to ensure everything looks correct before saving it. Remember to give your template a descriptive name so you can easily find it later.
Finally, after saving your invoice template, you can apply it when creating new invoices. When creating a new invoice, simply select your custom template from the “Customize” dropdown menu. The invoice will then automatically populate with the design and fields you specified. This process significantly reduces the time spent creating each invoice and guarantees consistency across your billing practices. Regularly review and update your templates to reflect any changes in your business or branding.
Sample Invoice Letter
Here is a sample letter template for QuickBooks Online invoices. Remember to replace the bracketed information with your specific details.
[Your Company Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Invoice [Invoice Number]
Dear [Client Name],
Please find attached invoice [Invoice Number] for [Description of Services/Products] provided on [Date of Service/Delivery]. The total amount due is $[Amount]. Payment is due within [Number] days from the invoice date, [Due Date].
You can make a payment through QuickBooks Online via [Payment Methods Accepted, e.g., credit card, bank transfer] by clicking on the “View Invoice” button. Alternatively, you can send a check payable to [Your Company Name] to [Your Mailing Address].
Please note a late payment fee of [Percentage]% will be applied to any overdue invoices. If you have any questions or concerns regarding this invoice, please do not hesitate to contact us at [Your Phone Number] or reply to this email.
Thank you for your business!
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Conclusion
Creating custom invoice templates in QuickBooks Online is a simple yet powerful way to improve efficiency and maintain a professional image. By following these steps and utilizing the sample letter, you can streamline your invoicing process and focus on growing your business. Regularly review and update your templates to stay current with your brand and business needs. Consistent invoicing will greatly boost your client management and improve your organization’s cash flow.
