Introduction
Running small business is not that easy as you may have to take care of multiple activities going on at the same time. Multiple activities can vary from hiring the appropriate person, processing the customer base, managing the business finance, and so on. Considering this, if you are spending more time preparing invoices, this may not give you ample time for the core business and this in turn can lead to a loss for the business.
So an invoicing system that can create different invoice templates is helpful in such a case. An invoice template can easily create repeated invoice layouts and information.
In this blog, we will explain the need for an invoice template and the steps to edit the invoice template.
What is an Invoice Template and its Purpose?
An invoice is a commercial document that acts as evidence of the seller’s sale of goods or services to a buyer. A simple invoice will have details about the price and quantity at which the goods or services are sold by the seller mentioning the amount and the due date.
In an invoice, the terms of payment of supplying the goods or services are agreed between the buyer and the seller.
An invoice template is a design layout where relevant invoicing information is arranged in an organized manner.
Choosing a Perfect Invoice Template for the Business
Some factors have to be considered when you choose the ideal invoicing template solution for your small business needs, which can include:
- Type of File for the Invoice Template: To protect the integrity of data, you should select a template that is both efficient and user-friendly. Examples can include Microsoft Word and Excel invoicing templates, which are simple and easy to use, open, and email to your clients.
- Customizable designs: Templates that are easy to edit let you tailor your invoice with your logos and brand colors so that the brand matches your identity and create templates that seem professional.
- Scalability: As the business expands you may be required to go for automated invoicing solutions such as online invoicing software.
Creating Invoice Template in MS Word
Follow the below steps to create an invoice template in Word:
- Open Microsoft Word so that you have a new document.
- Click on File and select New.
- In the search field Enter invoice and you will be able to see all the available invoice templates.
- If you’re using Office Online, a series of templates on the homepage are available. Go to the bottom and choose More Templates. Then, select Category on the left and click Invoices.
- You can choose the template of your choice.
- Double-clicking will open the template.
- While using Office Online, you will need to choose between downloading and editing online.
- The invoice can be personalized with your business details.
- To add text, just click on the exact point where you want to add text start typing, and then delete the extra text.
- To add text, just click on the spot where you want to add text start typing, and then delete the dummy text.
- If there is a place for the logo in the invoice, click the box around the text that says Your Logo Here. Click on Insert and choose Picture, then browse for your company logo and select it, and now choose Insert. The permissible file types include .jpg, .gif, and .bmp.
- If you need a logo, take the help of clip art. Click on Insert, select Clip Art, and choose your preferred image.
- Delete fields that you think are of no use. For instance, if you don’t have a company slogan, simply delete that field.
- Leave fields blank if you want to write any details by hand. For example, if you think of printing out numerous invoices and want to add the date later, you should delete the dummy text in the date field besides leave any prefacing label text such as date.
- If you plan to write by hand your customer’s name, erase the dummy text and insert an underline there so it can be used later.
- For adding lines or shapes use the Shapes and Lines features.
- To modify existing lines or shapes, a line or shape is selected, then select the Format tab, and make changes with the tools available on that tab. You can add dotted or solid lines, put shading in the background, alter the color of your text, or make other changes.
- Review and save.
Advantages of Invoice Template When Saved as PDF
Small businesses chose to create invoice templates as PDF files which later can be printed and filled out manually. Some advantages of the PDF document are as:
1) It is easy to convert a Word file into a PDF file or use programs such as Adobe which easily create PDF invoice templates where editing does not take much time.
2) The PDF invoice templates let the small business entity customize the template as per his or her needs. Such types of invoices are easy to edit, i.e., they allow the user to add or edit new text, change fonts, replace or add images, etc.
Steps to Edit Invoice Template in QB
QB Online gives you the full freedom to create captivating, professional-looking invoices. Let me show you how to go about it.
- Go to Settings by clicking on the Gear icon and then select Custom form styles.
- Pick out the design template you are likely to customize, then click Edit.
- One more way to go about this is when you can click on New Style, and then choose Invoice.
- On the Edit invoices that turn heads and open wallets, click any of the Design or Content tabs.
- From there, you can start customizing.
- After that, click on Done.
Conclusion
In the end, QB makes it simple to track each invoice with the least effort, with instantaneous alerts when users view and pay their invoices.
In addition, the system quickly sends them notifications if they are late in paying their invoices. All of this makes the system so efficient that missed payments are quite rare.