QuickBooks Online (QBO) provides robust tools for creating and customizing invoice templates, allowing you to present a professional and branded image to your clients. Customizing your invoice template is crucial for consistent branding and clear communication. The default template may not align with your brand identity, and you’ll likely want to tailor it with your logo, color scheme, and specific field arrangements. This process enhances client recognition and simplifies the payment process. This guide provides clear steps to modify your invoice templates and sample letters for change requests.
To change your invoice template, navigate to Settings > Custom Form Styles within QuickBooks Online. Here, you can create a new template or edit an existing one. The design tab lets you modify the visual aspects, such as the logo, fonts, colors, and layout. The content tab allows you to customize the information displayed on the invoice, including adding or removing fields like product/service descriptions, quantities, and payment terms. Exploring the “Your Activity” section will show invoices you have saved and sent to customers.
A key aspect of customizing invoices involves deciding which information is essential for your clients. You can add custom fields to capture specific data relevant to your business, such as project codes or referral sources. Make sure to adjust the terminology to match your industry or client base. Remember to save your changes and preview the invoice to ensure it meets your requirements before sending it to customers. Clear and concise invoices lead to quicker payments and fewer disputes.
For more complex customization needs or when requesting changes from your accounting team, a written request or letter is often necessary. These letters should clearly outline the desired changes and the reasons behind them. Providing specific examples and instructions can minimize confusion and ensure the changes are implemented correctly. Below are some sample letters tailored for different invoice customization scenarios.
Sample Letters for QuickBooks Online Invoice Template Changes
Sample Letter 1: Adding a Company Logo
Subject: Invoice Template Update – Adding Company Logo
Dear Accounting Team,
I am writing to request the addition of our company logo to the invoice template in QuickBooks Online. Please use the attached logo file and place it in the top left corner of the invoice. This will improve our branding consistency.
Thank you for your assistance.
Sincerely,
[Your Name]
Sample Letter 2: Changing Payment Terms
Subject: Invoice Template Modification – Payment Terms
Dear Accounting Team,
Please update the payment terms displayed on our invoice template to “Net 30”. This change is effective immediately for all new invoices generated.
Thank you.
Sincerely,
[Your Name]
Sample Letter 3: Adding a Custom Field
Subject: Invoice Template Customization – Adding ‘Project Code’ Field
Dear Accounting Team,
I would like to request the addition of a custom field labeled “Project Code” to the invoice template. This field should be a text box where we can enter the relevant project code for each invoice.
Sincerely,
[Your Name]
Sample Letter 4: Modifying Font and Colors
Subject: Invoice Template Redesign – Font and Color Scheme
Dear Accounting Team,
Please update the invoice template with the following changes: Font should be changed to Arial, size 12. The primary color should be changed to #007bff (blue) for headers and key elements.
Thanks.
Sincerely,
[Your Name]
Sample Letter 5: Removing a Field from the Invoice
Subject: Invoice Template Update – Removing ‘Sales Rep’ field
Dear Accounting Team,
Please remove the “Sales Rep” field from our standard invoice template. This field is no longer necessary for our reporting purposes.
Sincerely,
[Your Name]
Conclusion
Customizing your QuickBooks Online invoice template is an investment that pays off in improved branding, clearer communication, and potentially faster payments. By following the steps outlined above and using the sample letters as a guide, you can effectively tailor your invoices to meet the specific needs of your business and your clients. Remember to regularly review and update your template to ensure it continues to accurately reflect your brand and business practices. Testing is key! Make sure the new template works well before deploying to your accounting practices.
