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Improve Your Sales Invoices with QuickBooks Online

Published by Angie Douglas on 26 Apr 2019

Keeping your business a float is vital to its success. That’s why it’s so important to get paid for your products or services. It takes a bit of effort on your part to get your customers to pay their bill in full and on time. But you can make it happen by:

  • Setting reasonable, yet profitable prices for your products and services
  • Setting and enforcing smart due dates
  • Setting up an account to accept online payments

You have the opportunity to enhance your image with your customers with every interaction. Having a great looking and easy to read invoice can help a lot. To make sure your invoices are working for you, QuickBooks online has sales form templates that can generally be used with or without modifications. You can create professional invoices with the appearance, content, and your accompanying message. Below are a few things you can do in QuickBooks.

Edit Fields. This site will give you control over most of the content that your customers will see. You can make changes by clicking on the gear icon in the upper right corner of the screen, next, select Account and Settings, then Sales. In the left column you will see Sales form content. For a more thorough list of options click on any of the fields on the right.


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                                                                                                You turn fields on and off in your sales forms and specify other preferences.


In the right column, click on the status (On, Off) to change it. After you have made the changes you want, click Save. Next, click the X in the upper right corner to close the window.

For more options, click on the gear icon again, and next click Your Company | Custom Form Styles. You will see that there is already a “master” form. Here you can either edit the form or create a new one. It’s recommended that you leave the master form as is and create a new form so that you will always have a clean copy to view if necessary.

In the New style box in the upper right, click the down arrow and select Invoice. When the screen opens, enter a descriptive name for your template in the field at the top and then click Content. A graphical representation of your invoice will appear in the right pane, grayed out. It’s divided into three sections: header, footer, and table (the middle of the invoice where you describe what you sold). Each displays a small pencil icon on the right side of the screen. Click the one in the middle to make that area more visible.


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                                                                It’s easy to specify which fields should appear on your invoices, what the labels should say, and how wide the space should be.


To indicate what content should be included, check or uncheck the boxes, on the right you will see the changes to reflect your actions. You may Preview PDF by clicking the button in the lower right. Once you are satisfied with the changes you have made in the 3 sections, click on the Design  tab.

Changing the Look. It’s not necessary to be a graphic artist to make your QuickBooks forms attractive and consistent to highlight your brand. The tools the site provides will give you control over the appearance and content of your invoices. Click each link below the Design tab to:

  • Choose a template
  • Add your company’s logo
  • Select a color scheme and fonts
  • Change the printer settings to accommodate letterhead, for example
Choosing Your Words


3-19 QB image 3                                                                            You have control over the messages that go out with your invoices.


Next, click the Emails tab. Here you have the option to customize the emails that are sent to customers along with their invoices. Again, changes you make in the left pane will be reflected in the graphical version on the right side. When your modifications are completed, click Done.

At Summit CPA we offer QuickBooks consultation. If you would like further information on how we can assist you with your bookkeeping needs, contact our office at 866-497-9761 to schedule an appointment with our Virtual CFO.


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