Customizing sales forms in QuickBooks Online is essential for businesses to maintain a professional appearance and ensure all necessary information is included. Sales forms such as invoices, estimates, and sales receipts can be tailored to fit the branding and specific needs of a business. This guide will walk you through the steps to customize these forms, ensuring that they align with your business’s identity and meet your operational requirements.
Why Customize Sales Forms?
Before diving into the customization process, it’s important to understand why customizing sales forms is beneficial:
- Professionalism: Custom sales forms can enhance the professional appearance of your business. A well-designed invoice or estimate can leave a positive impression on clients.
- Brand Identity: Including your company logo, colors, and fonts helps in reinforcing your brand identity.
- Clarity: Customizing forms allows you to include or exclude specific fields, ensuring that the forms are clear and only include relevant information.
- Compliance: Ensuring that your forms include all necessary legal and tax information can help you stay compliant with regulations.
- Efficiency: Tailored forms can streamline your invoicing process by pre-filling certain fields or including specific terms and conditions.
Must Read:- Set Up Sales Settings in QuickBooks Online
Accessing the Customization Settings
To begin customizing your sales forms in QuickBooks Online, follow these steps:
- Log In to QuickBooks Online: Open your browser and log in to your QuickBooks Online account.
- Navigate to Sales Forms: Click on the gear icon (⚙️) in the upper right corner to open the settings menu.
- Select Custom Form Styles: Under the “Your Company” section, click on “Custom Form Styles”.
This will bring you to the main screen where you can manage and create custom templates for your sales forms.
Creating a New Custom Form Style
Step 1: Choose a Template
- Click on New Style: From the Custom Form Styles page, click on the “New Style” button and select the type of form you want to customize (Invoice, Estimate, or Sales Receipt).
- Select a Template: QuickBooks offers several pre-designed templates. Choose one that closely matches your desired layout.
Step 2: Design Your Form
- Header: This section includes your business name, logo, and contact information. Ensure this information is accurate and up-to-date.
- Add Logo: Click on the “Add logo” button to upload your business logo.
- Business Information: Enter your business name, address, phone number, and email.
- Form Body: This includes the details of the transaction such as item descriptions, quantities, rates, and amounts.
- Columns: Customize the columns that appear on your form. You can add, remove, or reorder columns such as “Description”, “Quantity”, “Rate”, and “Amount”.
- Fonts and Colors: Select the fonts and colors that match your brand identity.
- Footer: The footer typically includes terms and conditions, payment instructions, and any additional notes.
- Terms and Conditions: Add any specific terms or conditions relevant to your sales.
- Notes: Include any additional notes for your customers.
Step 3: Preview and Save
- Preview: Click on the “Preview” button to see how your customized form will look.
- Save: If you are satisfied with the design, click “Save”. You can give your form a unique name for easy identification.
Customizing Existing Form Styles
If you already have existing form styles that you want to modify, you can do so by following these steps:
- Navigate to Custom Form Styles: Go to the “Custom Form Styles” section from the settings menu.
- Select a Form Style: Click on the form style you want to edit.
- Edit: Make the necessary changes to the header, body, and footer sections as described above.
- Preview and Save: Preview your changes and save the updated form style.
Advanced Customization Options
1. Custom Fields
QuickBooks Online allows you to add custom fields to your sales forms, providing flexibility to capture additional information specific to your business needs.
- Access Custom Fields: From the Custom Form Styles page, select the form you want to customize and click on the “Content” tab.
- Add Custom Field: Click on the “Custom fields” button and then “Add custom field”.
- Define Custom Field: Enter the name of the custom field and select where you want it to appear on the form (e.g., header, footer, body).
- Save: Save the changes to include the custom field in your form.
2. Using Templates for Different Purposes
You can create multiple templates for different purposes, such as one for standard sales and another for special promotions or discounts.
- Duplicate Templates: From the Custom Form Styles page, click on the drop-down arrow next to the template you want to duplicate and select “Duplicate”.
- Customize the Duplicate: Make the necessary changes to the duplicated template to suit its specific purpose.
- Name and Save: Give the new template a unique name and save it.
3. Applying Templates to Transactions
Once you have created and saved your custom form styles, you can apply them to specific transactions.
- Create a New Transaction: When creating a new invoice, estimate, or sales receipt, you can select the desired template from the “Customize” drop-down menu.
- Select Template: Choose the appropriate template for the transaction.
- Complete Transaction: Fill in the transaction details and save.
Managing Multiple Form Styles
QuickBooks Online allows you to manage multiple form styles effectively:
- Set a Default Style: You can set a default form style that will be used automatically for all new transactions.
- Access Custom Form Styles: Go to the Custom Form Styles page.
- Set Default: Click on the drop-down arrow next to the form style you want to set as default and select “Make default”.
- Organize Form Styles: Keep your form styles organized by naming them clearly and archiving any that are no longer needed.
- Archive Form Style: Click on the drop-down arrow next to the form style you want to archive and select “Archive”.
Must Read:- Run and Customize Reports in QuickBooks Online
Best Practices for Customizing Sales Forms
1. Keep it Simple
While customization allows for extensive personalization, it’s best to keep the forms simple and uncluttered. Overloading forms with too much information or excessive design elements can make them confusing for customers.
2. Consistency is Key
Maintain consistency across all your sales forms to reinforce your brand identity. Use the same fonts, colors, and logo placement on all forms.
3. Include Essential Information
Ensure that all necessary information is included on your forms:
- Business Name and Contact Information: Clearly display your business name, address, phone number, and email.
- Customer Information: Include customer name, address, and contact details.
- Transaction Details: Provide clear descriptions, quantities, rates, and total amounts.
- Payment Terms and Instructions: Specify payment terms and provide clear payment instructions.
- Legal and Tax Information: Include any necessary legal disclaimers or tax information to ensure compliance.
4. Regularly Review and Update
Periodically review and update your form styles to ensure they remain relevant and accurate. As your business evolves, your forms may need to be adjusted to reflect new branding, policies, or regulations.
Troubleshooting Common Issues
1. Form Not Displaying Correctly
If your customized form is not displaying correctly:
- Check Preview: Always use the preview function to ensure your form looks correct before saving.
- Browser Issues: Sometimes browser issues can affect the display. Try clearing your browser cache or using a different browser.
2. Missing Information
If certain information is missing from your forms:
- Check Field Visibility: Ensure that the relevant fields are selected and visible in the customization settings.
- Custom Fields: Verify that any custom fields you have added are correctly configured and placed on the form.
3. Incorrect Data
If the data on your forms is incorrect:
- Data Entry: Double-check the data entered into QuickBooks to ensure it is accurate.
- Form Settings: Verify that your form settings are correctly configured and reflect the desired information.
Conclusion
Customizing sales forms in QuickBooks Online is a powerful way to enhance your business’s professionalism, brand identity, and operational efficiency. By following the steps outlined in this guide, you can create tailored invoices, estimates, and sales receipts that meet your specific needs. Regularly reviewing and updating your forms will ensure they remain effective and relevant as your business grows. If you encounter any issues or need further assistance, don’t hesitate to contact QB Online Help at +1-855-838-5970. Happy customizing!
Frequently Asked Questions
To add custom fields to a sales form in QuickBooks Online:
1. Log In: Log in to your QuickBooks Online account.
2. Go to Custom Form Styles: Click on the gear icon (⚙️) in the upper right corner and select “Custom Form Styles” under the “Your Company” section.
3. Select a Form Style: Click on the form style you want to edit or create a new one.
4. Access Content Tab: Go to the “Content” tab.
5. Custom Fields: Click on the “Custom fields” button and then “Add custom field”.
6. Define and Save: Enter the name and placement of the custom field, then save your changes.
To customize a sales report in QuickBooks Online:
1. Log In: Log in to your QuickBooks Online account.
2. Go to Reports: Click on the “Reports” tab from the left-hand menu.
3. Select Sales Report: Choose the sales report you want to customize (e.g., Sales by Customer Summary).
4. Customize Report: Click on the “Customize” button at the top right of the report.
5. Adjust Settings: Modify the report settings such as date range, columns, filters, and grouping options.
6. Run Report: Click “Run report” to view your customized sales report.
7. Save Customization: Optionally, save your customized report for future use by clicking “Save customization”.
To set up custom fields in QuickBooks Online:
1. Log In: Log in to your QuickBooks Online account.
2. Go to Custom Form Styles: Click on the gear icon (⚙️) and select “Custom Form Styles”.
3. Select or Create a Form Style: Choose an existing form style to edit or create a new one.
4. Custom Fields: In the “Content” tab, click on “Custom fields”.
5. Add Custom Field: Click “Add custom field” and enter the field name.
6. Placement and Type: Decide where the custom field will appear (header, footer, or body) and select the type of field (text, date, number).
7. Save: Save your changes to include the custom field in your forms.
To edit an invoice template in QuickBooks Online:
1. Log In: Log in to your QuickBooks Online account.
2. Custom Form Styles: Click on the gear icon (⚙️) and select “Custom Form Styles”.
3. Choose Invoice Template: Click on the invoice template you want to edit.
4. Edit Content: Make necessary changes in the “Design”, “Content”, and “Emails” tabs.
– Design: Adjust the template’s design, including logo, fonts, and colors.
– Content: Customize the header, body, and footer sections.
– Emails: Edit the default email message that accompanies the invoice.
5. Preview and Save: Preview your changes and save the updated template.
If your custom form styles are not showing in QuickBooks Online, consider the following troubleshooting steps:
1. Check Default Settings: Ensure that the custom form style is set as the default for new transactions.
2. Browser Issues: Clear your browser cache or try accessing QuickBooks Online from a different browser.
3. Permissions: Ensure you have the necessary permissions to view and use custom form styles.
4. Update QuickBooks: Make sure you are using the latest version of QuickBooks Online.
To edit a sales receipt in QuickBooks Online:
1. Log In: Log in to your QuickBooks Online account.
2. Go to Custom Form Styles: Click on the gear icon (⚙️) and select “Custom Form Styles”.
3. Select Sales Receipt Template: Choose the sales receipt template you want to edit.
4. Edit Content: Make the necessary changes in the “Design”, “Content”, and “Emails” tabs.
– Design: Adjust the design elements like logo, fonts, and colors.
– Content: Customize the sections of the sales receipt, including header, body, and footer.
– Emails: Modify the email content for sending sales receipts.
5. Preview and Save: Preview your changes and save the updated template.
Yes, you can have multiple invoice templates in QuickBooks Online. This allows you to use different templates for various purposes or customer types. To create multiple invoice templates:
1. Log In: Log in to your QuickBooks Online account.
2. Custom Form Styles: Click on the gear icon (⚙️) and select “Custom Form Styles”.
3. Create New Style: Click on “New Style” and select “Invoice”.
4. Customize Template: Customize the new template according to your needs.
5. Save: Save the new template with a unique name.
6. Select Template for Transactions: When creating an invoice, select the desired template from the “Customize” drop-down menu.
To edit an estimate template in QuickBooks Desktop:
1. Open QuickBooks Desktop: Launch QuickBooks Desktop on your computer.
2. Templates: From the top menu, go to “Lists” and then select “Templates”.
3. Select Estimate Template: Choose the estimate template you want to edit from the list.
4. Edit Template: Click on “Templates” again and then “Edit Template”.
5. Customize Design: Modify the layout, fields, and design elements of the estimate template.
6. Add Custom Fields: If needed, add custom fields by clicking “Additional Customization”.
7. Save Changes: Once you are satisfied with the edits, save the template.
