Are you looking to unlock invoice clarity? This guide answers the top 5 most frequently asked questions from the community. Discover how to customize templates and ensure timely communication using payment receipts. Improve your billing process by effectively handling credit card processing fees and officially requesting deposits, leading to improved financial transparency for your business.

Let's take a look!

1. How do I change the template on an invoice?

Customizing your invoice template is available in all QuickBooks Online versions. 

You can set up a new template and style it however you like. Here's how:

1. Click the Gear icon.
2. Under Your Company, click Custom Form Styles.
3. To create a new template, click the New style button in the upper right-hand corner.
4. Select Invoice.
5. Go to the Design tab to edit the template name, logo, color, font, and margins.
6. Go to the Content tab to customize the header, body, and footer of the invoice template.
7. Click Done when finished.

2. If an invoice has been paid, how do I send a receipt to the customer to show it was paid?

Great question! In QuickBooks Self Employed, you simply need to select the Send option from the dropdown selection of a paid invoice to generate a payment receipt and email it to your customer.

When logged in follow these steps:

1. Go to the Invoice menu and look for the paid invoice.
2. Next, click the drop-down arrow beside the transaction and choose Send.
3. There will be a pop up page that will allow you to preview the receipt before emailing it.
4. Simply click the View receipt button if you want to check the form. 
5. Once done, select the Send option to email it to your customer.

You're all set!

3. How do I charge customers a credit card processing fee on an invoice?

We understand that credit card processing fees can add up and that cash flow is important to small businesses. Because credit card surcharges are handled differently in each state, the function to automatically add processing fees to an invoice is not currently available.

Most merchant service agreements stipulate that the merchant will cover processing fees for credit card payments. However, in some cases, businesses pass these fees on to consumers in the form of surcharges to avoid incurring the additional costs themselves.

In states where surcharges are legal, they must be clearly displayed at the point of sale and on your receipt.

When a business chooses to impose a credit card surcharge, there are protocols that have to be followed, these vary by state.

If you choose to add a credit card processing fee to your invoice, you can create a service item, then manually add it to your invoice. You can also consider a third-party app and integrate it with your QuickBooks.

To begin, these are the steps:

1. On the left navigational bar, go to Get paid and & pay tab.
2. Choose Product & Service.
3. Click on New then select Service.
4. Enter the name of your service item. (Example CC Fee)
5. Select the account you'd use to track the processing fees.
6. Once done, click Save and Close.

Once done, add the credit card fee as an additional item on your invoice when you charge your customers with the processing fee.

In case you'd like to use a third-party app, here's where you can find one in QuickBooks Online:

1. Sign in to your QuickBooks Online Company.
2. Go to Apps tab.
3. On the search bar, type the name of the that you'd like to integrate with your QuickBooks Online account.
4. Click the Search icon.

4. How do you request a deposit on an invoice?

When you require a deposit from your customer, you can add a deposit field to their invoices. Once you enter a deposit on the invoice, it’ll reduce the total amount and calculate your customer’s balance due. Please make sure you enter it correctly so you can see it in the deposit detail report later.

To use this feature, you'll first need to turn it on. Here's how: 

1. Click on the Gear Icon, then choose Account and settings.  
2. Go to the Sales tab.  
3. In the Sales form content section, select Edit.
4. Turn on Deposit. 
5. Hit Save, then tap on Done. 

Once you've turned the feature on, here's how you can add it to an invoice: 

1. Go to Get Paid & Pay or Sales, then select Invoices.
2. Find the invoice you want to add a deposit to, then click on Edit.
3. Enter the amount in the Deposit field.
4. From the Deposit to dropdown menu, choose Payments to deposit or Undeposited funds.
5. Hit Save and close.

That should do the trick. For additional details about this process check out Add a Deposit to an Invoice in QuickBooks Online. 

5. I received an invoice for Norton Antivirus in connection to Quickbooks but I never signed up for it. 

Thanks for reaching out and letting us know. 

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