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The default QuickBooks online forms do not have a professional feel and also do not have enough space to fit all of the information related to customers or your business. It’s imperative to customize sales receipts as they reflect the identity of your business.  Since sales receipts are sent to your customers, you want them to be specialized and contain detailed info, which your customers expect. When you send an invoice for a sale or an estimate for work that you plan to do for them in the future, it must entail all key information related to that specific customer as well as critical details of your business proceeding that are important for them to know.

QuickBooks online allows you to customize invoices, sales receipts, and estimates according to your preferences, with little effort. Invoices can be customized by clicking on the Sales Tab which will entail a Gear Icon that will eventually take you to Account and Settings.  The sales tab allows you to work on the following aspects of your business.

  • Sales form content
  • Messages
  • Online deliveries
  • Statements
  • Products and services
  • Customize look and feel

We are going to focus on the last step which refers to customizing your look and feel in QuickBooks Online.

The Customization Phase

Within the Account and Settings tab, you have to go to the Sales Tab which further allows you to select Customize Look and Feel. Once you have reached this point, you will have the option to select among Custom Form Styles or opt for a New Style by clicking the icon with the same name. This will bring you to the Customize Form Style page where the actual process of customization will take place. There are a total of 5 areas where QuickBooks Online can help you in creating a sales invoice that reflects the true essence of your business.

  • Appearance
  • Style
  • Activity table
  • Header
  • Footer

Style

This is typically the first step in the customization phase and you are offered five templates to choose from, which are mentioned below.

  • Airy
  • Modern
  • Fresh
  • Friendly
  • Bold

Each of the above-mentioned templates has a different formatting style and, based on your preference, you may choose one. This will be the basic layout of your invoice, so choose an appropriate style for a specific invoice.

Appearance

The appearance section in QuickBooks Online will allow you to customize the following items on your invoices, sales receipts, and estimates.

  • The way your logo appears and setting an appropriate size for it.
  • Once the size is selected, you need to place it in the right spot. Just drag and drop where you want the logo to appear.
  • Selecting a suitable font for your invoice is also done in the appearance section.
  • Setting line spacing according to the length of the invoice is vital, especially in estimates as they happen to be longer than the rest.
  • For non-custom letterheads, you have an option to include page margins.

Activity Table

The Activity Table in QuickBooks online is a very handy tool for very specific situations. All invoices have columns on them and this allows you to customize the appropriate columns on your sales receipts and invoices. There is an option for you to select the quantity in hours if you charge on the bill by hours. You can also change it to weekly or monthly, depending on your choice.

Header

The Header section allows you to make the following changes to your invoices and other documents.

  • The name of the document would appear in the header and any preferred name is selected.
  • Information about your company such as email, phone number, website and other critical details have to be included in the header section.
  • If there are any terms and conditions of the payment, they must also be included in the header so that it is among the first things your customer reads.

Footer

The Footer section can either be ignored or used in a way to send a positive message to your customer. QuickBooks Online allows you to customize your footer with an appreciation message for your customer such as ‘we are proud to do business with you’ or any other such comments.

Print and Preview

Once all steps are completed, you can go to Print and Preview at the bottom and see all of the changes that have been made. If you are satisfied, save it and you are ready to send your invoice to the customer.

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About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual accounting, providing services to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud-hosted desktop where their entire team and tax accountant may access the QuickBooks file and critical financial documents in an efficient and secure environment. Complete Controller’s team of  US based accounting professionals are certified QuickBooksTMProAdvisor’s providing bookkeeping and controller services including training, full or partial-service bookkeeping, cash-flow management, budgeting and forecasting, vendor and receivables management, process and controls advisement, and customized reporting. Offering flat rate pricing, Complete Controller is the most cost effective expert accounting solution for business, family office, trusts, and households of any size or complexity.

 

 

 

 

 

 

 

 

 

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Innovation, such as QuickBooks, has revolutionized traditional accounting procedures. The greater emphasis on automation of the various processes has enabled a real-time exchange of information, increased mobility via remote accessibility to information, and greater autonomy to business owners who are now less dependent on their financial advisors. This is primarily because automation has made information easier to comprehend. The plain and boring manual bookkeeping is now more interactive and fun following the advent of accounting software like QuickBooks.

Why Not QuickBooks Desktop?

Initially, QuickBooks Desktop was introduced during the 1990’s and was welcomed by many businesses in order to simplify their accounting procedures. Despite its various features allowing for greater customization in terms of tracking expenses, sales as well as generation of budgets and reports, this desktop version has been outdone in terms of performance by QuickBooks Online. The reasons that led to a decline in its popularity and necessary upgrade to a newer version are as follows:

  • The single user mode has been an obstacle for many businesses that require multiple user scenarios within the company. This obstructed the access to the desktop system by a user at all times. Single user mode only allows one individual to log into the system and work on it. Multiple user mode is a necessity for businesses today, owing to their virtual transcendence and the need to have real time access to data remotely.
  • Another issue that was faced by businesses using QuickBooks Desktop was the disruption caused due to the annual upgrade. This not only cost additional money to the business but also led to system disruptions and hanging.
  • In addition to the previous point, any and all disruptions caused by the system upgrade had to be managed through paid support. This version of QuickBooks does not come with free support, rather it must be paid for.
  • Furthermore, the installation of an upfront software onto the server has been boisterous for businesses. The 21st century is marked by cloud-based tools to share resources and information in real time. The use of an installed system seems obsolete in the present era. This is most likely to entice the movement from QuickBooks Desktop to QuickBooks Online.

Why QuickBooks Online?

With the introduction of a newer version, businesses have switched to this online version of the software. The additional benefits derived from this upgraded version are as follows:

  • Allows for a multiple login mode whereby up to 5 users can have access to the interface from any remote location via an internet enabled device – PC, Mac Book or Tablet.
  • Another benefit of switching over to this version has been the increased automation. Invoice scheduling, connecting to online applications, and online hosting phone support have all become available with this newer version.
  • Moreover, QuickBooks Online allows for automatic downloading of all business transactions, a feature that was missing in QuickBooks Desktop.
  • The cloud-based online presence of information and resources has allowed businesses to move over to this version, thereby enabling virtual transcendence across the globe.
  • Any and all software upgrades are provided free of cost, unlike the desktop version of QuickBooks. The latest updates on products and features are also inbuilt into the system, requiring no additional cost.
  • Lastly, another important reason for this upgrade has been the cost savings through the QuickBooks Online version, which demands a monthly subscription, relative to the annual payment that was required for the desktop version. In addition to this, no software installation is required, an internet connection is all that you need to start its 30-day free trial.

As a result of the upgrade in its various features, QuickBooks Online has captivated attention of most businesses that are now switching over to the more flexible and mobile version of QuickBooks.

Check out America's Best Bookkeepers
About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual accounting, providing services to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud-hosted desktop where their entire team and tax accountant may access the QuickBooks file and critical financial documents in an efficient and secure environment. Complete Controller’s team of  US based accounting professionals are certified QuickBooksTMProAdvisor’s providing bookkeeping and controller services including training, full or partial-service bookkeeping, cash-flow management, budgeting and forecasting, vendor and receivables management, process and controls advisement, and customized reporting. Offering flat rate pricing, Complete Controller is the most cost effective expert accounting solution for business, family office, trusts, and households of any size or complexity.

 

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QuickBooks accounting software has acquired acclaim owing to its several benefits that have made business accounting and bookkeeping tasks such as invoicing, tracking cash flows, and creating accounting reports agile and effortless. QuickBooks provides small businesses with the ability to manage accounting transactions adeptly,without the need to maintain day-to-day accounting information in manual books of accounting. Manual tasking has, thus, been reduced and this has yielded a paperless and efficient work environment.

Features of QuickBooks Online

The online version of QuickBooks, originated in the 2000s, has been embraced by small businesses ever since it’s introduction. This online version has the following eminent features that differ from those of the desktop version:

  • Requires internet connectivity. It offers a free 30-day trial to all users.
  • Entails automated features for processing invoices and receipts, generating and emailing reports, and downloading business transactions.
  • Since QuickBooks Online is cloud-based, it may be accessed remotely on an internet enabled device from anywhere around the world. Multiple device access is also one of its features. 
  • Phone support feature that comes free of cost as part of the package.
  • Allows for automated data-encrypted back-ups as an inbuilt functionality.
  • Enables access to the latest product and feature updates as well as cloud access (hosting) free of cost. It also offers access for up to 5 users.
  • Requires a monthly subscription and allows for only limited customization relative to the Desktop version.

Features of QuickBooks Desktop

QuickBooks Desktop has been around since the 1990s. Its various features that differ from the online version have been listed below:

  • Requires an upfront software installation process onto the system. It can be accessed from one’s computer system regardless of internet connectivity.
  • Unlike the automated features available in QuickBooks Online, invoicing, billing, emailing and report generation must be processed manually.
  • Installed on a computer and can only be accessed through it. Remote access is not a possibility in this version.
  • Does not allow for free support functionality, but phone support may be purchased for $89 for 90-days.
  • Automated data-encrypted backups can be purchased for $9.99 on a monthly basis.
  • Allows up-gradation for accessing product/feature updates. This annual upgrade costs $299. Cloud Hosting may also be purchased for each user on a monthly basis.
  • Comes with additional features such as calculation and re-billing of job costs and discount calculation for customers.
  • Has a customization feature available that may be used by any and all businesses per their specific needs.
  • Does not require monthly payments, but a single annual payment must be made.

Which Version is Right for your Business?

Given the available options, small businesses are often confused about which version of QuickBooks to choose for their newly set up business. Below, a distinction has been made for the choice of the version that may fit well with your diverse business needs.

When QuickBooks Online is the Best Choice

  1. Your business requirement is such that employees need to access the accounting records remotely. Moreover, if multiple access is required by different people simultaneously, the online version is best suited for your business.
  2. Your business requires consistent and additional support.
  3. Your business believes in the virtual reality of shared resources and coordination through a cloud-based system.
  4. Your business believes in automation that comes at an affordable monthly charge.

When QuickBooks Desktop is the Best Choice

  1. Your business has a single location.
  2. Your business has poor internet connectivity available in the area of location.
  3. Your business does not require remote access by multiple users; all data must only be accessed within the office premises.
  4. Your business requires customization for features such as budget tracking and expense monitoring.
  5. Your business believes in safeguarding its data on the desktop to avoid sharing critical information on the web.

The distinction between the various features of QuickBooks Online and the Desktop version can assist businesses with the decision to choose either one for their specific business requirements.

Check out America's Best Bookkeepers
About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual accounting, providing services to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud-hosted desktop where their entire team and tax accountant may access the QuickBooks file and critical financial documents in an efficient and secure environment. Complete Controller’s team of  US based accounting professionals are certified QuickBooksTMProAdvisor’s providing bookkeeping and controller services including training, full or partial-service bookkeeping, cash-flow management, budgeting and forecasting, vendor and receivables management, process and controls advisement, and customized reporting. Offering flat rate pricing, Complete Controller is the most cost effective expert accounting solution for business, family office, trusts, and households of any size or complexity.