How to Edit Invoice Template in QuickBooks Desktop

In this QuickBooks tutorial you will learn how to customize the invoice template in QuickBooks Desktop.
Read the blog version with step-by-step instructions and screenshots at:
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Timestamps:
00:00 - Intro
00:28 - Opening templates
01:12 - Adding a logo
01:45 - Editing the template settings
02:14 - Changing the invoice layout
03:45 - Additional customization
06:35 - Preview your template
#quickbooksdesktop #bookkeeping #quickbookstutorial
This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business. Additional information and exceptions may apply. Applicable laws may vary by state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. Gentle Frog, LLC does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. Gentle Frog, LLC does not warrant that the material contained herein will continue to be accurate, nor that it is completely free of errors when published. Readers and viewers should verify statements before relying on them.

[@jtenuto]

After stumbling around like a monkey studying a math problem, you solved the problem in under two minutes!

[@GentleFrog]

That's awesome! I'm so glad the video helped you out.

[@rafaellanderos1227]

Thank you so much for your information, it was very helpful

[@GentleFrog]

You're welcome! I'm glad you found it helpful.

[@Alexb20205]

super helpful! thank you!

[@GentleFrog]

Your welcome Alex! I'm glad to hear you found it helpful.

[@MrSFA115]

Thank you.

[@GentleFrog]

You're welcome!

[@user-zu6rr4yo4w]

thank you

[@GentleFrog]

You're welcome!

[@stevewhittaker5950]

Hi your video was great, eay to follow a real saver thanks, how do you rename the changes to the invoice template. cheers Steve

[@GentleFrog]

Thanks Steve! I'm glad to hear the video helped you out. I don't quite understand what you're asking. Could you clarify what it is you're trying to do?

[@crazychickenlady830]

How do you rename a template once you’ve customized it? (Using QB Desktop Pro 2021)

[@sharonseufert4875]

Thanks for the video, it was very helpful. I added the footer to my invoices to show payment/credit and balance due but how do you put the amounts on the invoice so the customer sees it as well?

[@GentleFrog]

Hi Sharon, if the amount isn't showing look for boxes to check for "display on screen" and "print on invoice" (or similar, not sure if that's the exact wording). If you're still having problems getting it to appear for the customer you can schedule a 15-minute Zoom meeting with me or anyone on my team and we'll be happy to walk you through it: www.gentlefrog.com/meeting

[@dinokoro4566]

Also seeking how to add a case count to invoice that would add up the Column w quantity

[@GentleFrog]

I don't know if a way to add the quantity column aside from manually. It may be possible but it's not something I know how to do.

[@jondoles7116]

Thank you for demonstrating the invoice template customization. I have done as you have demonstrated by I see a problem with the invoices that are emailed. My company address information (next to the logo) has erroneous characters when emailing the invoice. The printed invoices are fine. Any clues as to the source of erroneous characters?

[@GentleFrog]

Hi Jon, I'm not sure what would cause that. Try contacting QuickBooks Desktop support: quickbooks.intuit.com/learn-support/en-us/help-article/account-management/contact-quickbooks-desktop-support/L9d0ZUCrC_US_en_US

[@jondoles7116]

@@GentleFrog Thank you. I suspect it is due to my use of a custom font that likely is not available to the email client. I will contact Quickbooks support to confirm. Thanks again!

[@tracyhensleybumpus1038]

Can invoices be customized for each class? We have several DBAs under the main company. Would love to have custom invoices for each.

[@GentleFrog]

Yes, you can create templates for each class. Give the template a name that let's you what class it's for. QBDT won't magically pick the right one. You'll have to select it from the Template drop-down menu.

[@dinokoro4566]

Looking to add lines under each line item on invoices is this possible le

[@GentleFrog]

You can add lines, just RIGHT click on the line and an option will appear to add lines.

[@kjlodico9135]

Thanks very much for your video. I tried editing the pdf invoice in Adobe DC Pro and it asks for a password. I tried our password for QB and it was not it. Is there a setting to not have a password for the pdf invoices created in QB? I have no clue what password it is asking for. How do I find out? HELP!

[@GentleFrog]

Hi KJ, I've never seen or heard of this happening before. I'd be happy to take a look. You can schedule a free Cup of Coffee/Meet-and-Greet session with me: www.gentlefrog.com/meeting/

[@Ashevillephoto]

I need a form that can still add up certain fields but where I can add general text for a Job description that will vary from invoice to invoice. Any solutions? Been seeking a solution for 24 hours now and going mad. Please help!

[@GentleFrog]

Sadly, I don't have a solution for QBDT. I recommend talking to someone who specializes in your industry, maybe there is a 3rd party software that can create the invoice the way you want rather than using QBDT for this.

[@joliecameron2446]

Is this the same for “Estimates”

[@GentleFrog]

Yes, towards the beginning of the video you can see my list of templates that includes Estimates, the editing process is the same.

[@orianamartinez5173]

When I upload my own invoice background it shows in black and white even though it has color, do you know why?

[@GentleFrog]

If it's showing black and white in the print preview it could be that you have black and white printing selected? If not, that's a question for QBO support: quickbooks.intuit.com/learn-support/en-us

[@tariqhalepoto3555]

how to save this invoice template if we want to change invoice template again ?

[@GentleFrog]

Hi Tariq, I'm not quite sure I understand the question. You'd follow the same steps to change the invoice template in the future. You may want to check out these newer video on editing the invoice template, Part 1: kzbin.info/www/bejne/enzGpH5vh5aCf6M & Part 2: kzbin.info/www/bejne/nYS0e5aaqpqLbM0 If you need additional help you can schedule a 15 minute zoom meeting and I can walk you through what you need: www.gentlefrog.com/meeting/

[@donmichie1193]

I have modified sales invoices, but I can’t get them to post to a sales account, only to an item. Any advice?

[@GentleFrog]

Hi Don, each item is individually linked to the desired sales account. If you need help with this you can schedule a 15-minute meeting: www.gentlefrog.com/meeting/

[@donmichie1193]

Are you familiar with UK versions of QB? I believe they’re different from US/Canada?

[@GentleFrog]

​@@donmichie1193 They are different. I have clients who use the UK version and I have helped some but I'm not proficient with it. Depending on what the question is, I may be able to help.

[@Marlee68]

When I print my invoice or any form, the lines are not showing. However they show up in print preview.

[@GentleFrog]

Hi Marlee, I'm not sure why that would be happening. You can contact QuickBooks support and see what they say: quickbooks.intuit.com/learn-support/en-us

[@elenamarquezv]

Hi, when my invoices has more than 1 page...that is usual...how can I have in the last page the subtotal, tax, total, payments and balance due with their numbers. Not printed in all the pages: subtotal, tax, total, payments and balance due without their numbers, please!!!

[@GentleFrog]

Hi Elena, I'm not sure if that's possible. I'll look into it and let you know.

[@elenamarquezv]

@@GentleFrog I appreciate it. Hope yes...thank you

[@GentleFrog]

Bad news Elena. I did some research and found this in the QB community: quickbooks.intuit.com/learn-support/en-us/reports-and-accounting/4-page-invoices-do-not-need-amount-due-on-each-page-how-do-i-get/00/202416 It looks like this is a feature that QB had in the past but they removed it :-(

[@user-vm9fp7zq7t]

Why can't we add a customer name field to the template Please, I need help with that

[@GentleFrog]

This article from Intuit on creating and using custom fields in QBDT may help you out: quickbooks.intuit.com/learn-support/en-us/help-article/customize-forms/create-use-custom-fields-quickbooks-desktop/L7l6yvJ5u_US_en_US It shows you how to create custom fields and further down the page how it add them to sales forms, like invoices.