3 Fast Ways to Master Invoices in QuickBooks Online

Are you ready to transform your invoices from a simple record into a professional, on-brand statement? Or maybe you've experienced the sudden panic of a "missing" invoice and need to find it fast. In this month's top trending topics, we're diving into these exact questions. Get ready to master your invoices, from customizing them to tracking them down and adding essential account information. Let's get started.

Tip 1: Customize your Invoices With a Custom Template

Did you know you can easily customize your invoice template to better reflect your business's brand? It's a great way to add a personal touch and a professional look.

Here's how to create and edit your invoice template:

1. Click the Gear icon in the top right corner.
2. Under "Your Company," select Custom Form Styles.
3. Click the New style button in the upper right and select Invoice.
4. In the Design tab, you can give your template a name, upload your logo, choose colors, and select fonts.
5. Move to the Content tab to customize the header, body, and footer of the invoice.
6. When you're finished, click Done.

Now, you have a professional, branded invoice template ready to go!

Tip 2: Foundational Steps for Finding a Missing Invoice

It can be frustrating when an invoice seems to have vanished. Before you panic, there are a few simple things you can check to get to the bottom of it.

First, your invoice page automatically filters for the current week. Let's adjust those filters to see all your invoices.

• On the Invoices page, look for the Status and Date filters.
• Change the Status to All Statuses and the Date range to a broader time frame, like "Last 365 days."

If you still can't find it, the Audit log is your best friend. It tracks all changes made to your account.

• Go to Settings and select Audit log.
• Filter by the appropriate user and date. If you see the transaction, click View under the "History" column to see what happened.

Finally, a quick browser refresh can sometimes work wonders. Clearing your browser's cache and cookies can resolve display issues that might be hiding your invoices.

Tip 3: Adding Account Numbers to Recurring Invoices

While recurring invoices don't have a specific field for account numbers, you have a couple of easy workarounds to include that information.

Option 1: Use a Custom Field

This is the best way to consistently display the account number on your invoices.

1. Click the Gear icon and select Custom fields.
2. Click Add field (or Add custom field if it's your first time).
3. Give your new field a name, like "Account Number," and choose the Data type.
4. Select Transaction as the category and tick the checkbox for Invoices under "Select forms."
5. Click Save.

Now, when you create an invoice, you'll see a dedicated field where you can manually enter the account number.

Option 2: Adjust the Income Account

If you're referring to the income account where the sales are recorded, you can easily change the default account for any product or service item.

1. Click the Gear icon and select Products and services.
2. Find the item you want to change and click Edit.
3. In the Income account dropdown, choose the correct account. If you don't see it, make sure the account's detail type is "Sales of Product Income."
4. Click Save and close.

With these tips, you're well on your way to mastering invoices in QuickBooks Online.