Are There Any Pre-designed Form Templates Available That I Can Add to QuickBooks?

Yes, there are. Intuit itself offers a number of pre-designed form templates that you can add to QuickBooks, and they’re all free. These form types are available:

  • Credit memos
  • Estimates
  • Invoices
  • Purchase Orders
  • Sales Orders
  • Sales Receipts
  • Statements
  • Donations

You can find them at Intuit’s Template Gallery for forms. One of these templates makes a great starting point to create a custom form in QuickBooks.

There are variety of approaches to using a new form template in QuickBooks. We’ve come across other descriptions of how to accomplish this task that simply don’t work. This description does.

To start, visit Intuit’s Template Gallery and locate a template that most closely matches the look you want to create. The templates are organized by function. Because the thumbnails may make it difficult to see a clear preview of the template, you might want to download several templates, preview them in QuickBooks, and delete those that you don’t like.

Click the Download link for a template. When your browser prompts you to Open or Save the file, choose Save. You can save the file to your desktop or to any folder – just remember the location you choose. Here’s a dialog box just before the location is chosen:

Return to QuickBooks and open the Templates window from the Lists->Templates menu. Click the Templates button and select Import… from the drop down menu.

Navigate to the location where you saved the downloaded template, select the template, and click Open. If you downloaded multiple templates, you’ll have to import them individually.

The downloaded template will be added to the available templates for that company. You can now proceed to customize it to suit your needs.

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Comments

  1. Roberson Bellegarde says:

    How can i Manage a sales receipt template in Quickbook POS 9 ?

  2. My boyfriend is a mechanic, and I do a lot of his office Quickbooks. We have been trying to fine a way to set up an area on the page to put in the vehicle: Make, Model, Engine, License, and VIN number. We were wanting to do it so that for each customer job, it would automatically fill in. He had created one previously, but every time he tried to type in the information, it would delete prior to printing. This has been a major pain, because we have several repeat customers where it would be easy if we could just automatically fill it in.

    • Chief Mechanic says:

      To do this, you need to use custom fields. You can associate custom fields with a customer or an item. If you associate them with a customer, you’ll have to create a job or sub-customer for each customer with more than 1 vehicle. Once you create the custom fields, you’ll need to edit both your on-screen and printed invoice template to use the custom fields. If you don’t add the fields to the on-screen form, you won’t be able to store your vehicle data. If you don’t add them to your printed template, the data won’t print even if you’ve entered it on screen.

      Hope that helps.

  3. My uncle is a heavy equipment mechanic and uses quick books for invoices. As a mechanic, not only does he have the invoices but he also has “service reports” detailing exactly what the job entailed (including machine make, model, hours, etc ) which are not items that he has on a invoice.

    What I am trying to help him do is to be able to use quick books to not only do te invoicing but also the service reports because right now he is using excel to do the service reports. I want to be able to make an invoice, save that invoice, then have another form there he can click on to create a new service report (select the invoice number from a drop down, it automatically pull in the customer info from that invoice and then he enter the details of the job).

    I have been searching around quick books and trying to look through tutorials to figure out how to make a custom form to fit our needs but I can’t seem to figure it out.

    Is this even possible to do with quick books that you know of or do we have to stick to excel or maybe even an access database?

    • Chief Mechanic says:

      You can’t do what you want directly in QB as you have described it, but there are several approaches that might help. First, consider adding custom fields for the info you want (machine make, model, etc). These fields would apply to the customer/job. Then, modify your invoice template to put these fields on the screen and, if you want, the printer. That way, the data will be in QB for reporting. For hours and parts used, adjust your invoice template to put this information on the invoice. You can create custom fields for items, so that you could record the serial # of a part used. With the custom fields, you should be able to get the information you need into QB. Then, modify QB reports to include the data you just set up. This will only work for new invoices you create after you add the custom fields.