Generally, as a new business user, people prefer to use the default invoice template given in QuickBooks and believe me it is a great option to choose. But later when your business grows, you may want some particular details to be included in the invoice. So then, you choose the path for importing custom invoice templates in QuickBooks Online.
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You can include details like the company name and logo, this leaves a long-lasting impression on your customers and they will prefer you as a supplier. In the next section, we will discuss how we can enable import functionality in QuickBooks, and import the custom invoice templates in QuickBooks.
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Even though you can utilize the predefined templates in QuickBooks Online to issue invoices, there are some scenarios where you must generate one of your own.
In today’s article, there are 10 free downloadable QuickBooks invoice templates that you modify and import into the software. Every software is modified to a particular industry, like law firms, freelancers, retailers, and wholesalers. Not to mention, in this article, we will also guide you on how to import such invoice templates to QuickBooks.
Here is the list of the 10 free downloadable QuickBooks invoice templates:
Construction: | Download Invoice Template |
Freelancers with Hourly Rates: | Download Invoice Template |
Freelancers with Fixed Rates: | Download Invoice Template |
Law Firms: | Download Invoice Template |
Property Managers: | Download Invoice Template |
Wholesalers: | Download Invoice Template |
Catering: | Download Invoice Template |
Landscaping: | Download Invoice Template |
Non-Profit Organizations: | Download Invoice Template |
Retailers: | Download Invoice Template |
Now that you know about the 10 free downloadable QuickBooks invoice templates, let us learn about how to import invoice templates into QuickBooks Online.
To enable the import functionality in QuickBooks online, you have to follow the below step-wise simple process:
You can create your invoice templates on Microsoft Word or Microsoft Excel and import in QuickBooks Online.
Here are the steps to import invoice templates into QuickBooks Online:
From the list of free invoice templates mentioned above, choose and download the template you require depending on your industry or business.
You need to modify the template downloaded by including your company name, logo, and address for a more specialized touch. The invoice templates are entirely customizable, hence, it is possible to personalize other items too.
Note: Once the invoice is imported to QuickBooks Online, it is not possible to edit or modify it in QuickBooks. Any additional changes will be required to be made to the particular template and then it can be imported as a new template.
QuickBooks Online is highly flexible, due to which it is often considered one of the best small business accounting software. However, a few of the particular industry-related invoice templates comprise fields that are not usually in QuickBooks but are very helpful for that domain.
Take, for instance, the law firm invoice template comprising a special field for case numbers that is not present on the list of default fields of QuickBooks.
Apart from QuickBooks Advanced, all QuickBooks Online plans comprise up to three custom fields. If you require more fields, then you may need to upgrade to Advanced which allows around 12 custom fields for every type of form.
Here is a list of some of the custom fields included or you may need to include them in your particular invoice template, based on your industry.
Industry | Custom Fields |
Construction | Labor Fees |
Property Management | Customer ID |
Law Firm | Case Number |
Construction | Labor Fees |
Property Management | Customer ID |
Nonprofit | Donor ID |
Retail/Wholesale | Order Number, Shipping Method, and Serial Number. |
In case you are utilizing a template with a particular field, or in case you need to include one, then you must include the steps given below. Or else you should move to step 4.
In order to do so, press on the small drop-down arrow present near the field. Now press the button, Make Inactive.
After the invoice template has been customized, it is possible to import it to QuickBooks Online with the help of the steps given below:
After the file is imported, QuickBooks will first map the fields from your particular template to the equivalent fields (called EZ Map fields) in QuickBooks Online. We have already reread the vital mappings, hence all the particular fields in the invoice template must be mapped effectively.
The EZ Map Field is a particular type of field or keyboard in QuickBooks Online that assists in mapping your custom forms. When your particular template is uploaded, QuickBooks will be able to locate the fields bordered in angle brackets and then map them to the special fields in QuickBooks.
To recognize precise mappings, you must find a green check beside to every field in the mapping status. You will also get success. Click Next to continue.
In case the mapping is not successful, and it displays that the particular fields are not mapped in the right manner, then a particular field may have been missed. Ensure that none of the special fields present in your QuickBooks Online account are missed.
If the fields are added successfully, then all the particular fields will be needed to be mapped efficiently.
QuickBooks will show a preview of your invoice template. Press on Save. Now include a name for your particular invoice and then click the green Save button.
After the invoice is saved, you must be able to view it in your invoice list.
Note: You must also think of using the predefined templates of QuickBooks online and modify them to address the requirements of your business. QuickBooks Online enables you to modify invoices depending on your industry.
Your sales invoice must offer your customers all the significant details of the services and products that they have brought from you. To make sure that payment is not delayed, you need to make sure that your contact details and the contact information of your customer are precise. You must also include the invoice date, and invoice number, along with the following:
You can follow the below simple steps to import the custom invoice templates in your QuickBooks Online account:
Well, if you want to import bulk invoices to QuickBooks, you can follow below steps:
Hoping the processes above are explanatory enough to help you out where ever you get stuck. But we have also a list of frequently asked questions from users for you, which hopefully will guide your regarding any further questions you would have around the topic or related things.
In this article, we have mentioned many options when choosing the right QuickBooks invoice templates for your business. You can select from the default templates of QuickBooks Online.
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An invoice is a type of document that offers clients a comprehensive description and expenses of the goods or services that have been offered. It is required when a customer pays once the sale is done, and the particular document creates a compulsion for the purchaser to pay. Invoicing is required for monitoring payments along with accounts receivable accounting.
It is crucial to add the detail required while creating an invoice. On every invoice, you be required to include:
You can choose from the different options to scan the receipt in QuickBooks Online, the options are listed below:
You can choose any of the above option as per your ease and convenience.
Well, you just need to be aware that any transaction that is using account payable and receivable specifics like invoices, bills cannot be reclassified with the help of the reclassification tool. And other transactions that are linked to these ones with account and class are also not reclassified.
First, you need to be aware of the scenarios in which the bank balance does not reconcile with the QuickBooks Online balance. This happens generally due to manually created transactions. And for resolving the mismatch issue you need to manually compare the list of transactions from the bank account and the transactions there in QuickBooks. After your find the entry that’s causing the difference, you can manually reconcile both the books.