Join Jess Stratton for an in-depth discussion in this video Customizing invoices and forms, part of QuickBooks for Mac Essential Training.
I can customize any form in QuickBooks. Let's take this invoice that I have for example. Now remember when I am in any form in QuickBooks, it will always looks the same in the top left. I can click on the eye icon if I want to preview how its going to look to the customer, and I can click on the eye again to go back to editing it. I can also change the template by clicking the drop down. Now QuickBooks does usually give me a number of choices per each transaction, but I can also create my own or edit the current template.
Now I can choose to edit the current template, but in this case I'm going to select new template because that way, I'll know if I ever want to go back to the old one, it will be there untouched. So I'm going to create new template. This gives me a starting point and it brings me into the layout designer where I can make changes. So let's start by making a basic change. Here's a block of text where it's the bill to address of the customer. If I don't like it where it is I can click with my mouse and drag that entire block somewhere else on the page.
You'll notice the snap two lines appear while I'm dragging it around on the page. So I can move it around and place it anywhere I want. The next thing I can do, I can add fields directly to the form. For example if I click the Fields button it brings up a dialog box with fields that are customizable to an Invoice. Now this list of fields is going to change depending on what form I'm currently editing. So I can choose not to have my company address show up, I'll un-check the print button and you'll notice on the left side.
But the address has gone away. I'll put it back and I can also add things, for example, my company's website. Once I'm done choosing any field and you'll notice that I can click through all these tabs and place check boxes next to things that I either want or don't want. For example, if my business doesn't use PO numbers. I can uncheck these. It's the same thing with terms. So when I'm all through going through what fields I want to add I can close out of this check box, and for all the changes I've made I can get them lined up how I want them.
I can also change the font properties. For example, I can click on the name of my company and select Format from the top menu. Select Font Style, and I can bold it. I can also make the text a little bit bigger. I can insert Images also. I'll click the Add Image button, and I'm brought to an Add Image dialog box where I can browse my file system and choose something like a company logo. Select the image, and click Open. It appears on the form and now I can drag it around to wherever I want it to show up on my invoice.
When I'm all done making my changes, I can select File, Save As, and now I need to give my new template a name (SOUND). I'll call this Two Trees Invoice. Click the blue OK button and now I can close out of the layout designer. Now, by default, it lets me choose from the Two Trees invoice, from the current choices of my invoice. And at any time, I can click this preview button (SOUND). And here's what my new customized invoice is going to look like, when I send it to this customer.
So that's how easy it is to customize any form. I'll close out of this, and I'll come into an Estimate and I can do the same thing. I can choose New Template. I'm brought to an Estimate. And again I can Add an Image. Put my logo on it. Drag it to where I want to. And I could get everything else set up. Choose File, Save As, and then I'll call this, Two Trees Estimate, click OK. Close out, and now I can come in, in my standard estimate, and I can pick my Two Trees Estimate.
And I'm off and running with the new estimate that has my logo on it. So that's how easy it is to customize any form that you want to in QuickBooks.
- Setting up a new company file
- Working with the chart of accounts
- Adding bank accounts and credit cards
- Setting up sales tax
- Adding customer, vendor, and employee profiles
- Billing customers
- Receiving payments
- Handling refunds
- Recording deposits
- Sharing QuickBooks with others
- Running reports