Getting the Most out of QuickBooks

 

Happy August QuickBooks Community! Do you have questions concerning invoice layout and formatting? Look no further! Today, we'll be covering how to change the currency format, revise line items, eliminate QR codes from modern invoicing, and more.

 

We're here to address your top questions from last month, so keep on reading to learn more. 

 

1. Why are my invoiced amounts set up with commas instead of periods?

 

Let’s take a look at why and how you can go about resolving this!

 

The currency format with commas instead of periods in your invoiced amounts in QuickBooks Online is likely due to the number format settings configured based on your region or home currency settings. In some countries, such as many European and Latin American countries, commas are used instead of periods to separate the decimal portion of a number.

 

Here's how to resolve this: 

1. Head to the Gear icon and select Accounts and Settings.
2. Go to the Advanced tab and scroll down to the Currency section.
3. Ensure the Home Currency is set to the correct country that uses periods (.) for decimal separation. For example, if you are in the United States, set the home currency to the United States.
4. Click Save.

 

After that, you'll need to ensure that you're using the correct currency format. Here's how:

 

1. While on the Accounts and Settings page and Advanced tab, head to the Other preference section.
2. Choose the default Currency Format, which is $123,456.00.
3. Click Save.

 

 

If the issue persists, you'll need to ensure your browser's language settings use the correct language. Here's how:

 

1. Go to your browser's settings.
2. Search for the Languages section.
3. Ensure it is set to the correct language. For example, English (United States).
4. Close and reopen your browser to ensure the settings take effect.

 

Additionally, you can also consider turning on multicurrency if you're dealing with customers worldwide in QuickBooks Online.

 

2. How do I revise the line items on invoices? 

 

Let me show you how!

 

If you're using the New Invoice layout, the trash can icon for deleting line items has been replaced by three dots.

 

In the old Invoice design, the way to delete a line item is by clicking the trash can icon which turns into three dots in the new design. This change is part of QuickBooks Online's ongoing interface updates.

 

You can check out the screenshot below for the differences between the two interfaces.

 

That’s it!

 

You can take a look at this article to learn more about features in the new invoice experience: See what’s new with estimates and invoices in QuickBooks Online

 

3. How can I remove the QR code from my modern invoice template?

 

Great question!

 

The modern template of the new invoice experience is defaulted to have the QR code turned on. As an alternative way of removing this, you'll need to use other templates for your invoices.

 

Here's how:

1. On the left menu, click the + New and select Invoice.
2. Hit the Manage button and find the Design section.
3. Under the Other Templates section, you can choose any templates you currently have, such as Standard.
   
    

   

 

To remove the Review and Pay button, turn off the Accepted Payment methods for that invoice only. You'll need to turn it on again if you prefer to invoice your customers electronically. After turning it off, you'll see the View Details button. If you also want to get rid of it, you can download the PDF and manually edit it outside QuickBooks. 

 

Here's how:

1. On the left menu, click the + New and select Invoice.
2. Hit the Manage button and find the Payment Options section.
3. Toggle off all payment options.
   

    

   

 

After changing to other templates, the QR code in your invoices is now gone. Please note that when transferring to other templates besides Modern, you'll need to Print and download the PDF to preview the invoice you created.

 

Additionally, you can also consider customizing your invoice templates with the old layout to personalize your Standard template in QuickBooks Online.

 

4. Is there a way to change the standard text when sending an invoice via Text Message? I don't want...

 

We appreciate your question!

 

It’s important to note that in QuickBooks, you can’t necessarily send your sales transactions via text message. Rather, you can take the invoice link and manually text it to your client. 

 

Let me show you how:  

1. Go to the Sales menu and select the Invoice tab.
2. From there, locate the transaction you want to copy the link.
3. Then, click the dropdown under the Action column and select the Share Invoice link.
4. A prompt with a link will appear, and you can click the Copy link button.
5. Then, hit Done.

 

Now, If you are wanting  your display name to only show your first name and standard text once the invoice is emailed, you can easily do this by following a few simple steps.

1. Go to the Gear icon and select Custom form style.
2. From there, locate the template you're using for your invoices.
3. Click Edit and navigate to the Emails tab.
4. In the Standard Email section, specifically the Use greeting area, choose how you want to greet and message your customer.
5. Then, click Done.
   
    

 

Moreover, if you're referring to changing the display name from the invoice, then, we're unable to change that as it is standardized to display the full name of your customer. Other than that, I recommend sending feedback to our product developers if you have other suggestions about your sales form preference down to sending it. 

 

5. A new invoice automatically saved as paid and deposited, but it hasn't yet been paid. How can I f...

 

I’m glad you asked! 

 

It's possible that the Automatically Apply Credits option is toggled on in your Accounts and settings. If this option is enabled, any unapplied credits from a customer overpayment or credit memo will automatically mark a newly created invoice as paid and deposited.

 

Let me go over the steps of how you can go about unlinking the payment from the invoice in QuickBooks Online.

 

When there's a customer overpayment, a credit memo, or a check affecting Accounts Receivable (A/R), QBO stores them as customer credits. Then, if the Automatically Apply credits is on, it will mark the new invoice as paid and deposited after saving it, as in the screenshot below.

 

 

 

To have more flexibility as to when you can apply the customer credits, you can follow these steps to turn off the auto-apply credits function:

1. Go to the Gear icon. Then, Accounts and settings.
2. Select Advanced.
3. Scroll down and select the Automation section.
4. Toggle off Automatically apply credits.
5. Hit Save. Then, Done.

 

Once done, here's how you can unlink the payment to the invoice:

1. Go to Customers & leads. Then, Customers.
2. Select the customer where the invoice at issue is located.
3. Click on the paid invoice.
4. Select View payment # [invoice no.]. This opens the Receive Payment window.

 

 

5. Scroll down to the Credits section and uncheck the applied credits.

 

6. Hit Save and close when done.

 

You’re all set!

 

If you need to categorize and match transactions after this, you can check out these articles as future guides:

•  Categorize online bank transactions in QuickBooks Online
• Match online bank transactions in QuickBooks Online

 

That’s a wrap for today’s Top 5 questions. We hope these answers help you better manage your invoices and feel more confident when running your business. As always, feel free to let us know if you have any other questions or concerns.

 

See you next time!