In today article we will discuss how to set up invoices, sales receipts & estimates in QuickBooks Online.
What are Sales Forms in QuickBooks?
Usually, the sales forms are sales receipts, invoices, estimates, invoices, purchase orders, and credit memos that you send to your customers. Every sales form is different from another in the style and feels also.
You can easily set up and customize the sales form in QuickBooks according to your business. Below, we are going to show you how you can do it.
Why Is It mandatory to Set Up Invoices, Sales Receipts & Estimates Sales Form Content
Many users ask how to Set Up Invoices, Sales Receipts & Estimates in QuickBooks Online? It is mandatory to set up sales invoice, sales receipt and estimates form content because with help of this selection that you make here will affect when your consumer/clients pay you as well as how to properly account for any discounts that you just give to customers and deposits, received from customers. This is one of those areas that can cause negative cash flow if it is not set up properly.
How to Set Up Sales Form Content?
Before we actually look into how the set Up Invoices, Sales Receipts & Estimates in QuickBooks Online. First of all, Let’s see why setting them is an important part of using the QuickBooks Online platform and you can understand also.
If you want to be set up Invoices, Sales Receipts & Estimates in QuickBooks Online you have to follow some step because every customer wants the invoice sales receipt after paying the amount by the transaction to a company. Setting up these things is important because if done improperly it can result in negative cash flow and loss in your newly started business. The discounts and offers you make for the customers are all affected by these settings:
Preferred Invoice Terms
The preferred receipt terms field enables you to set up default installment terms for all clients. For example, setting the default payment terms of Net 40 means that payment from your clients is expected 40 days from the receipt date.
This will save you time since you don’t need to set up payment terms for every client independently. In any case, on the off chance that you have to set up extraordinary instalment terms for a client, you can do as such when you make the client in QuickBooks. Setting Up Your Customers module, we will walk you through how to set up extraordinary instalment terms in the client profile. You can likewise study how to pick instalment terms for your clients in our Best Payment Terms for Small Businesses control.
Preferred Delivery Method
The preferred conveyance strategy field enables you to set up a default for how you will send your clients their invoices. The options here are print later, which means you will print and mail the receipt, or send later, which means you will send the invoice through email.
The shipping feature is applicable only if you are shipping items. Provided that this is true, at that point this component will include shipping fields (dispatch date, following #, ship-to address) when you make an invoice in QuickBooks.
If you need to include any extra data in QuickBooks yet there is no spot to say it, at that point you can make custom fields by turning this component on. For example, if you have a request number that you need to include when you make an invoice in QuickBooks, at that point you can make a custom field that will show the request number on all business forms.
Custom Transaction Numbers
QuickBooks allows you to utilize your own numbering framework for invoices, deals receipts, and estimates. This can be helpful to a business that is changing over from another accounting framework and needs to keep a similar numbering framework that it has in place. Otherwise, don’t worry about turning this feature on. Transaction numbers will naturally be assigned when you make an invoice in QuickBooks or different sales forms.
This will add an administration date field to all business forms if you need to track the date service separately from the invoice date. Commonly, a business that gives consulting services may need to utilize the service date field to give the date the discussion occurred on their invoices.
If you plan to give your clients a discount on the items or services that you give, at that point you should turn this feature on to add a discount field to all invoices. This will ensure that your client can see any discount that you have connected to their invoices.
If you require a deposit from clients prior to doing any work, at that point you should activate this feature so that a deposit field can be added when you make an invoice in QuickBooks. QuickBooks will automatically subtract the deposit from the total amount of the invoice to calculate the balance due.
Set Up Invoices, Sales Receipts & Estimates in QuickBooks sales form content:
- First of all, you have to Preferred invoice terms.
- After that Preferred delivery method.
- The third one is Shipping.
- After that Custom fields.
- Custom transaction numbers
- Service date.
As you can see, there are a total of eight fields that we can edit here to set up Sales Form Content.
QuickBooks Online Customize Sales Form Window
Don’t worried about how do I Customize the Look and Feel of Invoices, Sales Receipts, and Estimates? Below we are providing the step-by-step instructions on how to customize the look and feel of invoices, sales receipts, and estimates:
- Be sure that you are on the Sales tab Now, click the blue Customize look and feel button as indicated below:
- QuickBooks Online Customize Sales Form Button
- Choose the blue New Style button as indicated below
- QuickBooks Online Sales Form New Style Button
- now you are on to the Customize form style screen
Below we would provide the list of 5 areas that QuickBooks allows you to customize for business sales forms,
- Activity Table
- QuickBooks Online Invoice Window
In this section, we have 5 templates to choose from:
- Airy – this is the default template
QuickBooks Online Appearance Window
In the appearance section, you can change the following information given below:
- The look and size of your logo
- You can change the logo position as you like.
- Set the font for your invoices
- You can set the line-height on the body of the invoice (this is important if you have long product/service descriptions)
- If you are using a custom letterhead that is not the standard 8.5 by 11 size paper, page margins can be set.
QuickBooks Online Header Tab
You can change the following in the Header section:
- If you want to change the name of the form (Invoice, Estimate, Sales Receipt). For example, if you prefer to call an Estimate a Quote you can change the name of the form in QuickBooks to as you like.
- Any information as you want to appear on your invoices, you can select this information by Company Information. It allows you to select what information (email, website, phone number, etc) you want to appear on your invoices.
- You can collect the information on payment terms and due date show up on all invoices by Customer info because it allows.
- If you have created custom fields in QuickBooks so The custom fields section will be applicable.
QuickBooks Online Activity Table
By this section, you can select the columns which appear on your invoices and the order in which they appear. For example, since Paul bills by the hour we change the Quantity field to Hours.
QuickBooks Online Sales form Footer Tab
Footer section indicates your message whom you write for customers, you can include a brief message to your customer’s on each invoice like We appreciate your business.
You can see the changes by clicking the Preview or Print button located at the bottom right part of the screen to see the changes.
Once you are satisfied with the form, then you can save it.
Here you will find a brief description of each feature along with how we would set this up:
Preferred invoice terms
Mostly Users want invoice and receipt after paying the amount so how to Set Up Invoices, Sales Receipts & Estimates in QuickBooks Online. This allows you to set up default invoice terms for all customers. For example, if you set it to net 30, the customer will have to pay within 30 days of the generation of the receipt. It will save the time needed to set up the invoice terms for each customer separately. However, if you want to set up special terms for a specific customer, you can allow them a separate set of terms while creating a new customer.
Preferred delivery method
Firstly, you select how the customers get the invoice by default. The options you will see here are print later and send later. By selecting print later, you print and mail the invoices to the customers and if you select send later, it sends the invoice by email. Just like the invoice method, you can set up different terms for some of the customers who do not prefer the general terms.
This feature is available if you are shipping the products to the customers. It includes options like Shipping dates, shipping address, and shipping duration also.
If you have to show additional information on the forms, it can be done by adding a custom field. For example, if you want to show the order numbers on all the pages, add a field for the order.
Custom Transaction Numbers
If you are shifting from some other online book service to QuickBooks at that time use this feature to convert the same numbering system which is already in place to the numbering system of QuickBooks. If you are starting fresh, you have nothing to do with this option.
If you want to take the date of the service other than the invoice date, you can use this option. This feature adds a separate field for the transaction service date on all the forms. This is especially useful for businesses offering consultation services.
In case you want to give the customers a discount on the transactions, you can enable this option. This will show the discount you have given on the invoices as well as receipt also.
If you want to collect some advance deposits from the customers before starting the work after that you can enable this option because QuickBooks will automatically subtract this from the total amount and show the balance on the invoice.
Send sales transaction to the customer
You can send sales form in QuickBooks using the email “QuickBooks@notification.intuit.com”. You also get the updates on the status of the sent transactions. With the help of this, you can see the when the sales transaction form is viewed, sent, paid, etc.
- First of all, you need to create the transaction that you want to send. If you already had created the transaction then just open it.
- Check whether all the selected customers have an email address or not. If not, then first you need to enter the email in the customer email address field.
- If you want to attach any file to your sales form transaction then click on the Attachment field option and then find the file that you want to attach then double-click on it. NOTE: Once the file is upload, remember to checkmark the box stating Attach to email.
- Once all the information is filled, select Save and Send option.
The Bottom Line
Above, we have discussed how you can set up and customize the sales form transactions that you use to send invoices, sales receipts, estimates, etc.
I hope you find this article useful. If you have any queries related to this or any other topic, you can dial +1-844-770-0699 to talk to our experts.