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How to customize invoices in QuickBooks - YouTube
Channel: Candus Kampfer
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hey it's candice and in today's
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quickbooks tips and tricks
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i'm gonna this is the second part in
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fixing up your invoices
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so today we're gonna go and look at the
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forms last video we did on the logo
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if you didn't get to watch how to add a
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logo look down below
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in the description i will add a link to
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that video for you
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but in this video i'm going to show you
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how to move your lines around
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how do you choose what prints on the
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invoice versus what you see when you're
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actually creating the invoice within
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quickbooks
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so come look over my shoulder and we'll
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get started so the first step i'm going
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to go in
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actually to the invoice itself so i'm
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going to go into the templates
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list templates i'm going to go into the
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invoice that we worked on
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last week if for any reason you didn't
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see that video as i said before you can
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go up to the i
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and click on that or it will be in the
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description down below so we're going to
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double click on the invoice
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then we're going to go down so last time
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we added a logo this time
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you can go in here and you can change
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any this video is going to be a little
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longer because i'm going to give you a
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little extra detail
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per some questions that i was at so you
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can change your color scheme
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here if you have particular colors that
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you like
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you can choose your color scheme
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the word is going to go black you can
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apply so what you do is you click the
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color scheme to the left
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and you click apply to the right and
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you'll notice now it's maroon
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or if you want it to be blue and you
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click apply color scheme
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and then it will change now remember
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whatever color scheme you're choosing
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you want to think about
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your printer ink or if your customers
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are printing out your invoices
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those kinds of things then below that
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you'll see
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you have change your font and it's
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asking you do you want to change your
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font for your title
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for your company name address or your
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labels
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and then you can click over here and
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choose
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what font you want it to be so you click
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on it you choose your font
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all right then down below this is where
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you choose if you want the company name
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to print here
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the phone number the email address these
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types of things you're choosing
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if you click update the information
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it'll take you into your company
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preferences company information and you
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can actually update it here
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if you don't like the way this is coming
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up you can always change it in the
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designer layout which i'm going to show
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you in just a second
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so one of the things that people get
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confused or don't understand is an
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option within quickbooks is under
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additional customization
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so when you click on that you'll notice
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there's the header
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and it gives you all of the stuff that's
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under header columns
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and you can go along here and then
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footer and then printing
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preferences so these are all preferences
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so the first so you'll go through and
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you'll see it says default title
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you'll see which is if it's whatever it
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says over here to
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the right you'll notice it over here on
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the right
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showing up so if you change this to say
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invoice
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or you change this to say sales form
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whatever you wanted it to say
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whatever you type over here it's going
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to
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change it to the right so i'm going to
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leave that as invoice i just want to
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show you what it says
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so whatever you're changing on the on so
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to speak the left side of the screen is
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going to affect the actual invoice and
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it's going to show it to you
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on the right side so what that warning
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is saying is every time you make changes
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over here
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it could be changing the way the layout
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is happening on the actual invoice
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so you can have a date you can have your
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invoice number say invoice number
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you can change that to a number sign
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like whatever you want build to ship to
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poso
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so purchase order service order number
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terms due date
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rep all this information you can change
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it you'll notice the far left
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it's giving you the title and then to
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the right you're choosing
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how you want it to show up on your
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invoice
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then you're seeing the first option it
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says screen and it has a check mark
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then to the right it says print so what
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this means is when you're creating your
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invoice you're inside creating invoices
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when it's on the screen that's what's
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actually going to show up when you're
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creating your invoice
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and on the right what it says print is
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actually what's going to print
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so in other words you could have things
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that you're entering on your invoice let
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me show
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you that real quick so when you're in
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here and you're creating your invoice
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you'll see there's different options
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showing up if i choose you want to make
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sure you're in the right
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template so the one you're working on
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and you'll notice these are the things
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that are
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showing up like service order number
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isn't showing up here
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but if i go into my formatting i'm doing
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the exact same thing as i go to
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templates you just select and click ok
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when i go in here now
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and i'm choosing if i want this to be on
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the screen
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and i click ok but not print
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now when i go into the invoice itself
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all these little screens to click
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through you'll see now number is showing
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up
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but it's not showing up when it's being
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printed
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and the reason that's happening is you
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have to choose
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whether go back in here whether you want
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it to show up
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only in quickbooks to inner or on the
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invoice
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so in other words you can enter details
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in for
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management purposes for you behind the
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scenes
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but you don't want those to print you
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can choose that okay
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i just want to make sure you guys
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understand that's how that works
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as we go through here i'm not going to
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walk through every feature because i
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don't have time i do this kind of stuff
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in my
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conference or quickbooks course but in
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the free tips and tricks i don't have
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time
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to do that plus i'm trying to keep these
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short for you guys so under columns you
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can choose your service date
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do you want it on the screen do you want
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it to print items
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you have to have items on the screen you
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can choose whether you want the item
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to print on the invoice see it adds a
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column
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if you only want the description to
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print you can unmark that and only this
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description and quantity
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then you'll go through all these you'll
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see those types of things covered
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you also notice that there is an order
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number here on the right
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and that is just in which order do you
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want to see these
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on the screen and printing in quickbooks
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so you can't choose a different order on
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the screen than you can printing so
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whatever order you have
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that's what's going to show up over here
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when you're actually creating the
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invoice
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over here and it's going to show up
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in the order you choose for everything
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you choose to print that's the order is
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going to show up
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hope that makes sense and you can always
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change the name the names or titles of
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these over here
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and then they'll change on the invoice
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and you can just go through
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this gives you sales order columns do
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you want ordered previously ordered back
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ordered that kind of stuff
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your footer what messages do you want to
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show up
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now one of the questions that i received
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from that somebody wanted me to include
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on this
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is balance so what you can do is when
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you're creating
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you can have a subtotal you can have
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sales tax included down below
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your total any payments i know that it
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might be a little bit hard to see i'll
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zoom in on this for the video when i'm
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producing
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it and then balance due so what you can
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have is it can show okay this is how
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much the invoice was
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you've made this much in payments now
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this much is due
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and you can choose to have that on there
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if you only want to show how much is due
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and not the payments
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then that would be you'd be selecting
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these to not be
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showing when you print it if it was me
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and i have customers who make say
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security deposits
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or they're making payments as they go i
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would leave that payment there and have
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the balance due
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okay you can have a little disclaimer
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you can have a
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statement if you want and then this is
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options for
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printing and you can read through those
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so now i'm going to go in and i'm going
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to show you
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how to go in and edit your actual lines
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if you ever
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mess something up and you don't like you
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can always go back to the default and
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start over again
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so we're going to go ahead and click on
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designer layout now what you can do in
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here
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is that anytime you want to add any text
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say your logo
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would be maybe an image any text any
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data fields you can add all those
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in here you can copy stuff you can
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remove stuff you can copy the format
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that kind of thing
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so what you do is if you are over here
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on the invoice
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and you'll notice i have a different
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style font you can actually just double
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click on it
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and go over here to font and you can
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choose any font you want
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so the features in here it also allows
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you to change the title
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the label what they call a label you can
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choose which way your text
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is showing up left right or centered
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vertical bottom centered
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you can choose borders you can choose
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background colors
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so you can really go in here and
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customize your quickbooks so that
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it looks and feels like your business
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you can go through i like
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i like this font handling because um i
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like to be a little playful even though
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i teach accounting
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as you guys know i love to teach
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inspiration as well and i just enjoy
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a little bit of fun and play so i have
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that
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so you can actually go through and edit
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each individual item
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that you want to change your build to
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your ship to
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you can change all the fonts all the way
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through and then what you can do is
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you'll see how this
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line is off right here did you see that
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see this one it doesn't match and that
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one's not matching sometimes the easiest
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thing to do is change the bottom column
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than it is to change the top you just
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click on it see now how those match up
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whenever somebody sends me um an invoice
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for quickbooks
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and it's like off i have like this thing
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i got to go in and like can i show you
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how to fix your invoices
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so that's how you change your lines if
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say you don't like that the number one
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is going to the right you can actually
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double click on it and
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choose it to center and now the number
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one will be in the center
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those are the kinds of things you can
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change as well as when we were talking
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about the balance due
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you might want to make these fonts
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larger
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if it was me i would make them at least
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a size 10
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if not closer to a size 12. and you can
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choose do you want your balance due
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to necessarily be bold maybe maybe not
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to me i probably would just have it as
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regular font but that's up to you
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and i'd probably have it like at least
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only a 14.
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i just think it looks better to not have
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it so big and bold
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now what you'll notice is there's little
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lines in here and what those lines are
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is actually the dollar amount line
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and you can click on these and you can
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move them so if your dollar amount seems
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like it's in the wrong spot
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if you want to make these larger so
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there's a box
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for let's do it 12. let's see what that
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looks like
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so what you can do is you're going to
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have to go in here mess around and see
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what you like
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so i recommend probably this this box is
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going to be
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the text box and then over here there's
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like a light gray
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and that's actually the dollar amount
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box and you can make it the same size if
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you want
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that's what i would do because they
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start to get off a little bit
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so i hope this video has been helpful
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for you guys if you have any other
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questions
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feel free to comment below don't forget
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to subscribe and like this channel go in
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here customize your invoices
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make sure you remember that the blue
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boxes are your envelope
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so if you don't need that you can
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uncheck it or you can mark it right down
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here
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you can adjust your margins you can
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adjust your grids
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all those kinds of things but go in and
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customize your invoice
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remember part of what is showing up in
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here is how you are creating your items
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how you are titling your description and
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you as always you can add
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a little comment down below it's been a
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pleasure working with you
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if you want and then when you go to look
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at the invoice it will look
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like this it's been a pleasure working
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with you that's what shows up in that
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little box
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so go in move these lines around change
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it up
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make it the way you want have a great
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day talk to you guys soon
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bye
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[Music]
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you
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