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ljosel
February 8, 2021
Question

Company employee can't access different invoice templates

  • February 8, 2021
  • 6 replies
  • 0 views

We've created separate invoice templates, one for Services and another for Products.  We access them from the "Customize" button that appears on the bottom of the Invoice screen.

One of our employees, whose access on QBO is limited to Customer info, including the ability to create invoices, does not see the "Customize" button and therefore cannot select which invoice template will be used.  Invoices she creates use a generic template (although it has the correct company info, including the logo) that isn't one of the ones we've created for Services or Products.

Any idea how she can use those templates??

    6 replies

    MaryLurleenM
    MaryLurleenM
    February 8, 2021

    Let's try to troubleshoot this, ljosel.

     

    Even though the user's access is limited to customers, they should be able to select the customize template. Since this is a part of their role.

     

    Let's remove the user and add them again:

    1. Click Settings.
    2. Select Manage users.
    3. Find the user you want to delete. Then select the arrow icon in the Action column.
    4. Select Delete.
    5. In the confirmation window, select Delete again.

    Log out from your QuickBooks Online account, then log back in to add the user on the Manage user tab.

     

    Check out this article to learn more about access rights: User roles and access rights in QuickBooks Online.

     

    Kindly update me on how it goes. I want to make sure this is resolved and I'll be right here if you need anything else.

    L
    ljoselAuthor
    February 9, 2021

    I followed the steps to delete and then recreate the user but we have the same issue. 

    Tori B
    Tori B
    February 9, 2021

    Hey there, @ljosel. 

     

    Thanks for following up with us and trying the suggested steps by my colleague above. 

     

    I have another suggestion to add to this. When you're creating the same user, are you using the same email as before? I recommend using a different email for that user when you recreate them. This gives a true fresh start. The user will only need to ensure they accept the invite in the new email. 

     

    Please let me know if this works for you. I'll be sure to keep an eye out for your response. You can reach out to the Community any time you need a helping hand. Take care and have a wonderful day! 

    C
    CelesteBancos
    June 22, 2022

    I have the same issue with a recently-added employee.

     

    It's a pain because we occasionally send out Pro Forma invoices using one template and then later change the template to Standard once we're ready to send the final invoice.

     

    I can see why a user with restricted permissions should not be able to edit the templates themselves, but choosing which pre-existing template to use on a particular invoice should definitely be allowed.

      R
      RoseJillB
      June 22, 2022

      I heard your sentiments, @CelesteBancos.

       

      I understand the importance of having this feature be added to QuickBooks Online (QBO) where the employees with restricted permission can use the customized templates when invoicing.

       

      Rest assured that our product developers are always open to suggestions to improve our products and can meet our customers’ business needs.

       

      Thus, I recommend sending your feedback directly to our product engineers. They will be able to consider this option and assist you with your business demands in this manner.

       

      Here’s how you can submit it in QuickBooks Online (QBO):

       

      1. Go to the Gear icon.
      2. Under the Profile column, click on Feedback.
      3. Share your feedback. Then, click Next.

       

      Keep me posted if you need further assistance with customizing your sales forms. I’ll be around to lend a hand for help. Stay safe!

      K
      Knaght
      November 3, 2022

      I don't suppose anyone has found a permission that will grant employees the ability to switch an invoice to a different template that doesn't include making them a company admin, have they?

      F
      FateCandylaneT
      November 3, 2022

      Thanks for connecting with us here in the Community, @Knaght.

       

      The permission to let an employee change the invoice template to a different one is possible. You can do that by giving them access to edit the company information in the manage user settings.

       

      If the employee is a Standard user, you may follow these steps:

       

      1. Log in as the company admin, and click on Settings.
      2. Select Manage Users, and choose the specific employee.
      3. Under the Action column, click on the Edit dropdown.
      4. Select Yes to allow a user to edit the company information.
      5. Click on Save.

       

      Once done, your employee can now switch to a different invoice template.

       

      For additional information, you can refer to this article on how to edit and customize other sales forms: Customize invoices, estimates, and sales receipts in QuickBooks Online.

       

      Furthermore, please check out this article on how to receive and record invoice payments in QuickBooks Online (QBO): Record invoice payments in QBO.

       

      Let me know if you need further assistance with regard to user access permissions for an invoice. We're always here to help. Have a great day.

      K
      Knaght
      November 4, 2022

      I was given a solution.  I'm not sure it's optimal because you have to give your employees 'Full Access' to company info.  I'm not exactly sure what that means, so I hope they don't have access to anything with too much potential for damage...

      R
      rvrfrf
      November 4, 2022

      Thanks for getting back with the Community, Knaght.

       

      Full access users will be able to access everything for customers, sales, vendors, and purchases.

       

      They can also:

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

       

      I've included a detailed resource about user permissions which may come in handy moving forward: User roles & access rights

       

      I'll be here to help if there's any questions. Have an awesome Friday!

      K
      Knaght
      November 4, 2022

      All reports?

      Like all the financial data?

      All payroll reports?

      R
      R West
      February 16, 2024

      2 Years later and this still has not been addressed.  The only way for an employee to have access to use invoice templates/designs in Quickbooks Online is to give them Standard All Access even if they only need access to Standard Customer information.  You have to put all of your financial data at risk just to allow an employee to be able to use the custome invoices you've designed for your business.  This is not acceptable.

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