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How to Create a Customized Invoice in Quickbooks

February 23, 2012 | Comments: 0 | Views: 228

The number one way to make a good impression on your customers is to look professional. How can you do that if your invoicing is hand-written or missing pieces of information?

When you learn to configure Quickbooks invoice templates, you will be on the way to making a better impression. How do I do that, you ask? Well, there are a few steps to follow.

First, you need to make sure your company information is current. Click on Company in the menu bar and select Company Information. Edit your company name, address, phone number, and any other details that may be out of date. This is the information that will appear on your invoices when you select the Company Name and Company Address. It is also a good idea to have a jpeg file of your company logo for a more polished look.

Now that your company information is correct, you need to make a template for your invoice. Quickbooks provides some default, pre-defined invoices that you can customize. First you want to make a copy of their invoice. You need to decide which one has the basics of what you'd like to see.

On the Create Invoice screen, you will notice in the upper right corner a drop down box which shows the name of the current template being used. If you click on the drop down arrow, you can pick different templates to see what looks good for the type of invoice you'd like to present to people.

Once you find one, click on the Customize button to access the template editor. Make a copy of the template you like, click on it and change the name of it in the Template Manager. Once you are working with your new template, click on the Advanced Customization button to allow you to work with the fields that will appear on your template.

The basic fields that can be selected are all of the fields that are on the Company Information Screen. All you have to do is put a check mark next to the fields you'd like to display. Click on the check box beside Logo to activate the browser option for selecting your logo jpeg file. It should be a small file to fit on your invoice properly, but you can resize it in the editor.

Next you will notice there are tabs which give you access to the different parts of the template. Aside from the name and address information, you have the body which will display your transaction items, and the footer which will display your subtotal, taxes, payments or credits, and total. Because you can set up multiple jobs for a customer, you also have the ability to show the total customer balance for all jobs, if you choose.

Each field can be displayed on the screen and /or printed document by clicking the check boxes beside each field under each column.

Now that you have selected the fields you'd like on your template, you need to rearrange all of the fields and wording so that the invoice looks good.

Each field in your database has a label and a data field. The content of the database will show in the data field. You can change the label to say what you'd like. Each widget on the screen can be moved to its new location by clicking on it and dragging it. If you want to move multiple fields together, click on one field, hold down the shift key and click on the other fields you'd like to highlight. All the fields will have dashed lines surrounding them indicating they can be dragged. Now drag the whole thing to its new location.

You can also add new fields and graphics to the template. You will see at the top left of the screen the ability to add fields, labels, lines, etc. Click on a label field and you will be able to edit its appearance. You will have to edit every field on the template if you wish to change the formatting, but the result will be worth it. You can also use background shading to change the look of your invoice. You can have more than one template as some companies need service invoices or product invoices. The range of information to display is vast and varies from company to company. You can even choose what values to display. For example, you can create a packing slip which displays no amounts.

Your invoice content is based on the items saved. You can make that data appear however you prefer. You just select a different template. You don't have to make a new invoice with the same information to change what is displayed on the invoice.

The basic invoice from Quickbooks doesn't have your company information and the data is displayed in rectangular boxes. With this customization tool, you can create beautiful documents that your company will be proud to present to your clients. Remember that perception is important and you want your customers to perceive your company as professional and that you pay attention to detail. After all, it is their details they are interested in and they want to know that you can take care of their needs.

Have fun creating your templates.

Are you a Quickbooks user who wants to know how to customize your software? Click here to find a Quickbooks Support ProAdvisor with the knowledge and background to help you.

All small businesses need bookkeeping support. Is your bookkeeper doing a good job? Are your books in good financial shape? Do you give your paperwork to an expensive accountant? Click here if you need better bookkeeping services.

Source: EzineArticles
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