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jhuber
February 25, 2025
Question

Quickbooks Desktop invoicing and DBA name

  • February 25, 2025
  • 1 reply
  • 0 views

Hello!

 

I am using Quickbooks Desktop Pro Plus 2024. When sending invoices, I would like for our DBA name to be used instead of legal business name. For the printed invoice, I can create a modified template, delete the company name data field, and then add a label with the DBA name.

 

However, there are two other places where the legal company name appears.

 

First, when emailing the invoice to the customer, the legal business name appears as a "header" in the first line of the automatically generated email message body text as shown below.  Is there a message template somewhere where this could be changed?  

LEGAL BUSINESS NAME  
 
 
 
Invoice   Due:02/24/2025
T1		Amount Due: $50.00 
 
 
 
Dear Customer :

Your invoice appears below. Please remit payment at your earliest convenience.

Thank you for your business - we appreciate it very much!

Sincerely,

 

Secondly, I am using QuickBooks Online Payments.  When the customer clicks the "View and Pay Invoice" link, the legal business name shows up on the web page that opens.  Is there any way to change this?  When I set up QuickBooks Online Payments, I did use the DBA name, but apparently this web page gets the business name from somewhere else.

 

There are alot of articles about QBO and the DBA name, but I haven't found much for QB Desktop.

 

Thanks for any help!

    1 reply

    K
    Kurt_M
    February 25, 2025

    It's a pleasure to have you here today, @. I'm here to help sort this out and ensure your DBA name shows printing and emailing invoices in QuickBooks Desktop (QBDT).

     

    To address the legal business name that appears when printing invoices. Yes, you can create or modify a template, remove the legal business name field, and replace it with a new field where you can enter the DBA name. By doing so, your preference details will appear when printing out the transaction in the program. Also, please know that the invoice and email template are independent. Thus, you'll want to edit the current email template to match it with your transactions. These are the steps:
     

    1. Access your QuickBooks Desktop company.
    2. Go to the Edit menu and select Preferences.
    3. Click Send Forms and then go to Company Preferences.
    4. Select the Add Template button.
    5. Enter the name of the template and start modifying the entire email template.
    6. Click the box beside Default to start using your own template.
    7. Once done, click the Save button.


    For visual reference, please see the image below.


     

    After this process, your modified invoice template should match with your email template. For more details, please see this page: Create custom email templates in QuickBooks Desktop.

    To ensure I can give you an accurate answer to your other question, I'd like to clarify if you've linked QuickBooks Desktop with QuickBooks Online Payments. Also, do you have a QuickBooks Online company using the legal business name? The system depends on your company's settings. In the meantime, you can include the DBA name in the memo or message field.

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

    Please use the comment section below so I can respond promptly and provide the details you need to address QuickBooks inquiries or assist you in managing invoices. Stay safe, and have a good one.

    J
    jhuberAuthor
    February 25, 2025

    Kurt_M,  thank you for the response!

     

    I added an email template as you suggested.  While the template does allow me to successfully change the subject line and the text of the email, unfortunately when the email is sent, the legal business name still appears as a banner across the top of the email text.  Please see blurred highlighted area on the the enclosed screenshot.  I didn't find anywhere in the template to change or omit this header text.

     

    I have linked QuickBooks Desktop with QuickBooks Online Payments. I do not have an online QB company. As I mentioned, when I setup Online Payments, I used the DBA name. 

      D
      Dandie_A
      February 25, 2025

      I appreciate you following the instructions from my colleague and for providing the screenshot, jhuber. You can modify the header text in QuickBooks Desktop through the Company Tab. Let me guide you through the process.

       

      First, let's locate the customer payment you've processed. Follow these steps:

      Here's how:

       

      1. Navigate to the Customers Tab.
      2. Click on Customer Center.
      3. Find the customer payment that you've processed and double-click on it.
      4. Go to the Email tab.
      5. Select Customize template.
      6. Check the box next to Company Name under Company & Transaction Information.
      7. Click OK.

       

         

       

       

       

       

       

       

      After customizing the template, you can edit the header text using the Company Tab.

       

      Here's how:

       

      1. Click on the Company tab next to Customers.
      2. Select the pencil icon to edit.
      3. Click on Contact Information.
      4. Under Contact Information, you can edit the Company Name by clicking the box to modify it.
      5. Click OK after making your changes.

       

       

       

       

      Additionally, if your emails aren’t reflecting the new template, refer to this article for guidance: Fix custom email templates in QuickBooks Desktop.

       

      If you face any challenges with the template or have further questions, please don't hesitate to hit Reply and contact us. I'm here to assist you at any time.

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