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apmessner
apmessner
February 23, 2023
Solved

Users Unable to Use Custom Sales Forms in QBO Advanced

  • February 23, 2023
  • 2 replies
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I'm working with a client who has a QBO Advanced account. I've created a number of custom sales forms for them to use when producing estimates and invoices. There are only two client users on the account - the company owner, who is the company admin, and the company's bookkeeper/office manager, who is set up as a "standard all access" user. The bookkeeper is unable to access the custom sales forms - when creating an estimate, the "Customize" button is missing from the bar at the bottom of the screen. 

 

Did I miss a permission or something when I was setting up her user role? Why in the world would only the admin user on a QBO account be able to access custom sales forms?

 

UPDATE: Through trial and error on a call with an Intuit Support rep, we found that the user needs to have access to edit company information in order to have access to custom sales forms. So, if you want to give someone access to custom sales forms, make sure you're giving them full access to company info.

Best answer by apmessner

UPDATE: Through trial and error on a call with an Intuit Support rep, we found that the user needs to have access to edit company information in order to have access to custom sales forms. So, if you want to give someone access to custom sales forms, make sure you're giving them full access to company info.

2 replies

Rubielyn_J
Rubielyn_J
February 24, 2023

It's my priority to provide some insights about accessing sales forms, @apmessner.

 

You didn't miss anything when setting up the user role. 

 

In QuickBooks Online, all users don't have the option to customize the form. What the bookkeeper should do is proceed first to the Custom form styles page. From there, she needs to select the correct template and make it the default.



Once done, she can continue creating an estimate.

 

Additionally, I've attached some relevant articles to help manage custom roles and personalize sales forms in QuickBooks: 

 

 

Feel at ease to comment below if you have further concerns with using and accessing sales forms in QuickBooks. I'm always around to help. Stay safe!

apmessner
apmessnerAuthor
February 24, 2023

So, you're telling me that if a user wants to create an estimate and then an invoice, they'd have to change the default sales form each time? And in order to have access to the "Customize" button, they need to be a company admin?

 

What an utterly useless feature. I wish Intuit would consult with actual businesses and accountants during the development process.

    G
    GebelAlainaM
    February 24, 2023

    I hear your sentiments, @apmessner.

     

    I understand the convenience of having someone who can manage your custom form styles. However, some features in QuickBooks Online are limited and I'll share additional information about it.

     

    Yes, you're right that the user needs to change the custom form style that they want as default each time they create an invoice or estimate. Also, a Standard all-access user is unable to use the custom form style but can only be able to access the following:

     

    • Add, edit, and delete employees
    • Change preferences
    • View activity log
    • Create, edit, and delete budgets
    • Add, edit, and delete accounts
    • Make deposits and transfer funds
    • Reconcile accounts and make journal entries
    • View all reports
    • Manage sales tax data and settings.
    • Access and manage aspects of currency an

     

    If the users have Company admin access, they can use the custom form styles and do everything the primary admin can, except edit or remove the primary admin's access. Check out this article to learn about roles and access permissions: User roles and access rights in QuickBooks Online.

     

    If you want to edit the user access in QBO, see this article for guidance: User roles and access rights in QuickBooks Online.

     

    Please keep me posted if you need further clarification about user roles and access rights, and sales forms in QuickBooks. Stay safe!

    apmessner
    apmessnerAuthorAnswer
    February 24, 2023

    UPDATE: Through trial and error on a call with an Intuit Support rep, we found that the user needs to have access to edit company information in order to have access to custom sales forms. So, if you want to give someone access to custom sales forms, make sure you're giving them full access to company info.

    AlcaeusF
    AlcaeusF
    March 6, 2023

    Hi again, apmessner.

     

    I appreciate you for sharing this in this thread. This will definitely help other users as well in the future. Please keep on posting here in the Community.

     

    Keep safe and have a great rest of the day.

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