Have any questions for our team about invoicing?

Thanks for posting in the Community, jonjus10!

The message to customer is based on the current email message you have set regardless if you have created a new invoice template. If you need to have different messages for each customer type, you'll need to make the changes manually while you are creating the invoice.

I understand how helpful to your business to be able to set a default email message to each customer type. I would recommend sending a request in refining this experience further by providing feedback. To do so, please navigate to your QuickBooks online, and click the Gear Icon on the upper right and select Feedback.

Also, you can check these link for a comprehensive information about customising your sales forms in QuickBooks Online:

• How to set up or change customer messages 
• Customise invoices, quotes, and sales receipts in QuickBooks Online

Feel free to post your concerns in the Community or click the Reply button for follow-up questions. We'll be happy to help. Have a great rest of the day!

Yes, it's possible, @Adrenalin62. I'm here to guide you through the process.

QuickBooks Online (QBO) offers a feature to send out invoices on a regular basis. To do that, you can create a schedule recurring template.

Here's how you do it:

1. Select the Gear icon, then click Recurring transactions.
2. Tap the New button.
3. Choose Invoice for Transaction Type and then press OK.
   
4. Enter a template name.
5. For Type, select Scheduled.
6. Select Automatically send emails.
   
7. Complete the rest of the form and then select Save template.

QBO will automatically generate and send the invoice on the 14th of each month based on the recurring template you have created.

Check out these resources to learn more about making templates for recurring transactions:

• Create recurring transactions 
• Schedule recurring transactions created with a template 

In case you want tips on how to automatically or manually send reminders to customers when your invoices are or are soon to be overdue, you can access this article: Send invoice reminders automatically or manually in QBO.

Feel free to leave comments at any time if you want to learn more about the feature. I'm always available to assist you.

Hi KrisMc,

Thanks for posting in the Community!

There's no reported incident with the error you're getting when trying to click the Customise look and feel under Company settings. I replicated as well in my end and is working fine.

Let's perform some basic troubleshooting steps to isolate the behavior encountered in your QuickBooks Online account. To start with, use a new incognito window or a different supported browser. Using an incognito window does not store any data file.

Here's how:

• Google Chrome: Ctrl + Shift + N
• Mozilla Firefox: Ctrl + Shift + P
• Safari: Command + Shift + N

Then, log in to QBO and access the Company settings once to customise your sales forms.

If it works fine when accessing the new incognito window,, I would recommend going back to your default browser and clear your browsers cache.

If the issue persists, kindly use a different supported browser or a different device to isolate the behavior encountered.

Post again in the Community if you have further concerns. I'll be around to help you.

I acknowledge that your client would like to convert invoices into a quote, @KerynC.

Allow me to chime in and share some about this in QuickBooks Online (QBO).

In QBO, converting invoices into a quote is unavailable. The standard process is to create a quote first and then convert it into an invoice when the customer accepts the quote.

With this, You'll need to delete the invoice and create a quote.

To delete an invoice:

1. Find the second invoice and open the transaction.
2. Click More at the bottom and select Delete.
3. Hit Yes to confirm.

Once deleted, you can follow the steps below to re-create the invoice from the quote.

1. Hit + New, then click Quote.
2. Select Add Customer. Then choose a customer from the ▼ dropdown. Or, to add a new customer, hit + Add new, enter the customer info, and select Save.
3. Tap the ▼ dropdown in the Product or service field and add the products or services to the quote. Or, to add a new product or service, select + Add new, enter the info for your product or service, and click Save and close.
   
    

For your reference, you can check out this article on how to convert a quote into an invoice in QuickBooks Online using web browser. 

Additionally, here's an article to help you manage invoice payments: Record invoice payments in QuickBooks Online.

Please don't hesitate to get back to me if you need further assistance with this. I'll be here, ready to help you, @KerynC. Take care, and have a good one!

Hi heytys,

Thanks for posting in the Community! I understand that you would like to import an invoice template in QuickBooks Online, however, this option is no longer available for newly created companies. Any company that has not already allowed the feature from QuickBooks Labs after 24/6/2021 will no longer be able to enable it. Any existing QBO companies with the feature are not currently affected and will continue to have access. 

However, we still have some great templates you can make use of when customising your invoice. Alternatively, there are 3rd party apps you can look into to create their invoices, but the majority of what is available in import styles is available within our template sets.

For your reference, you can check this article: Customise invoices, quotes, and sales receipts in QuickBooks Online. 

Message us back if you have any other questions, we're here to help. 

Hi debrowling,

Thanks for joining the thread! I understand that you would like to set up an invoice template with a different business name, email address, logo and bank details on it. You're doing great with using the Locations feature. Doing so, you'll be able to assign a business name and email address to show on your invoices when selecting this location. 

For reference, here's how to set this up: 

1. Go to the Gear icon and select All lists.
2. Select Locations.
3. Select New or Edit.
4. Tick This location has a different company name when communicating with customers. In the text field, enter the company name to show on the invoice.
5. Tick This location has a different email address for communicating with customers. In the text field, enter the email address.
6. Select Save.

Once done, please assign bank details and logo to your invoice templates. Here's how: 

1. Go to the Gear icon and select Custom form styles.
2. Select Edit or New style> Invoice.
3. On the Design tab, click on Make logo edits.
4. Click + to add the logo. Upload the logo and click on Save. 
5. Then go to the Content tab.
6. Click on the pencil icon on the footer of the invoice.
7. Add bank details in the Footer text field. 
8. Select Save.

Follow the same steps with the other invoice template you may have. Then open an invoice and select a location and on the Customise tab select the invoice template you would like to use. Click Print or Preview to confirm if it shows the correct details on it. 

Feel free to drop a comment below if you need further assistance, I'll be around to help. 

Hi Sue,

Thanks for posting in the Community!

You can use and turn on the progress invoicing feature in QuickBooks Online to be able to partially apply quotes on invoices. Here's how to:

1. Click on the Settings ⚙  or Cog wheel icon at the top right.
2. Click on Account & Settings.
3. Click on Sales tab.
4. Locate and click on Edit under Progress Invoicing.
5. Turn on the Create multiple partial invoices from a single quote.
6. Click on Save and click on Done.

Now you can create multiple invoices from your quotes. You can decide how much you want to invoice for, then select Create invoice. You can charge for a percentage or a specific amount. If you choose Custom amount for each line, enter a specific amount for each item on the invoice.

You can refer to this link to learn more about: Set up and send progress invoices in QuickBooks Online.

Feel free to post again in the Community if you have further concerns. I'm around to help you. Have a great rest of the day!

Hi Juneeta,

Thanks for posting in the Community!

You'll have to select a GST code in the invoice to calculate GST on your transaction. Here's how:

1. Click on the + New button.
2. Click on Invoice, fill out the customer name, invoice date, due date.
3. Set a GST under Amounts are field.
4. Select a product or service, enter a quantity and rate.
5. Select the GST code under GST column.
6. Click on Save.

Check out the screenshot and link below for reference: Create invoices in QuickBooks Online.

Feel free to post again in the Community if you have further concerns. I am around to help you.

How can I check if invoices have been sent and received by the intended recipients?

There could be several reasons why the customized link isn't appearing in the invoice email, @PPC_office. Let's discuss these reasons and ensure it'll included when the transaction is sent to your customers.

In most cases, browser-related issues, used devices, and email settings are the common causes why emails have missing information.

To troubleshoot this, test sending the invoice to yourself or a colleague to see if the link appears when viewed from a different email account or device.

Furthermore, ask your customer to verify their email configuration. Some email providers may not support active links.

If they support active links or their email setup was configured correctly, you can let them do some steps to rectify the issue.

First, let them access the email on a private or incognito window for testing. See the following shortcut keys below for quick navigation:

• Google Chrome: Ctrl + Shift + N
• Safari 11 or newer: ⌘ + Shift + N
• Mozilla Firefox: Ctrl + Shift + P
• Microsoft Edge: Ctrl + Shift + P

If it works from there, advise your customers to clear their main browser's cache. They can also utilize other supported browsers as an alternative.

I'm adding these resources to ensure that your sales transactions are connected from start to finish and can be matched with your bank statement:

• Record invoice payments in QuickBooks Online
• Record and make bank deposits in QuickBooks Online

The Community page is always available. If you need help with your sales entries, feel free to leave a comment. We're here to assist you, @PPC_office.