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About the Templates list

The Templates list contains all of the templates that you use or might use for your different forms. You can select the template you want to use or customize, and you can manage your Templates list from here as well.

What is a form template?

A template is the foundation of the forms—the invoices, estimates, credit memos, sales orders, purchase orders, sales receipts, statements, packing slips, and pick lists—you use to track your company's purchases and sales.

It defines what shows onscreen when you fill out the form and what shows on the form when you print it. It also determines the structure of the form, such as which fields and columns are on the form. And it determines how the form looks—the visual elements of the form, such as the fonts that are used, and any graphics, lines, or borders.

In short, everything that shows on the form, from start to finish, is defined in the template. By editing the template, you can create a form that's customized just for your business.

Initially, the Templates list contains a set of QuickBooks standard and predefined templates that you can use as a starting point for using or customizing your forms. Your customized forms and any predesigned templates from the QuickBooks Template Gallery are also in this list.

QuickBooks provides you with an online Template Gallery of over 100 predesigned business form templates so you can easily find one that addresses your specific business needs. Templates are available for different forms and industries, with different styles, graphics, and layouts. You can use the templates as is or customize them further. Using one of the predesigned templates is by far the fastest and easiest way to use a professional-looking template.

The template you choose for your form defines what's available on the form. In this list, you can select the template and then use it as is or customize it for your needs. Since it's easier to change an existing template than to start from scratch, choose the template that's closest to how you want your form to look.

Learn more about templates

Using this list

In this list, you can select the template to use and manage your list.

To open the Templates list, go to the List menu and click Templates.

Selecting the template

  1. Click the Type column heading to find all templates with the same form type.

    How do I know which template to use?

    Since it's easier to change an existing template than to start from scratch, choose the template that's closest to how you want your form to look. You can choose a different template at any time, but you'll have to reenter the information in the form when you do so.

    Although you can customize any template, starting with a template that's close to the way you want your form to look makes it a lot easier to customize your forms.

  2. Single-click the template to view and then click Open Form at the bottom of the list.

    Templates menu button

  3. See how the form looks onscreen and in print preview to decide if this is the template you want to use.

    Look at the form onscreen and then do a print preview to see how it looks when it's printed. Since what prints on the form can be (and probably is) different from what you see onscreen when you fill out the form, consider both uses.

    To do this task

    1. Open the form onscreen to see how the template affects what you see in the form window.

      Things to think about
      • Does it have all or most of the fields you need when you fill out the form onscreen?

      • Does it have enough room for you to enter your line item descriptions?

      • If you want to print shipping labels, does it have a Ship To box?

    2. Click the Print Preview button at the top right side of the form to see how the printed form will look. (What you see onscreen is probably different from what you see when the form is printed.)

      Templates list in form window

      Things to think about
      • Does it show enough (or not too much) detail for your customers or vendors?

      • Does it have a special section, like a tear-off (remittance) section or a signature line?

      • Does it have all the information your customers or vendors need when they receive the form?

      • Will you be printing the form on an Intuit preprinted form? If so, make sure there are no lines or borders around any of the fields.

  4. Continue selecting and viewing templates until you find the one you want to use.

    If you don't see one you want, you can download more for free from the QuickBooks Template Gallery.

A few pointers on maneuvering through this list

  • To sort by template name, click the Name column heading.

    Why are there templates that begin with "Copy of:" in the name?

    When you duplicate a template, the default template name has "Copy of:" followed by the name of the template that it was created from. For example, if you duplicate the Intuit Product Invoice, the new template name will be "Copy of: Intuit Product Invoice."

    To rename the template

    1. Open the Manage Templates window:

      • From the templates list, double-click the duplicated form to open the Basic Customization window and then click Manage Templates.

      • From an open form, click the Customize drop-down arrow and then click Manage Templates.

    2. In the Template Name field on the right side of the window, rename the template.

    3. Click OK to save the template with the new name. The Basic Customization window opens.

    It's best to change the name of the template right after you duplicate it.

  • To sort by template type, click the Type column heading.

  • At the bottom of the Templates list are the main controls for the Templates list:

    • Templates button: Contains all of the commands you need to add or change templates in the list. For more information on the items in the Templates menu, see the section below.

    • Open Form: Single-click a template in the list and then click Open Form to open and begin using the form.

    • Include inactive: This option is only available if a template has been hidden in the list. Click this option to show all hidden (inactive) templates.

Managing the Templates list

Click the Templates button at the bottom of the list to manage your Templates list:

  • New: Click to create a new template.

  • Edit: Click a template in the list and then click Edit to customize the template.

  • Delete: Click a template in the list and then click Delete to delete the template. Only a template that has not been used in any transactions can be deleted.

  • Duplicate: Click a template in the list and then click Duplicate to duplicate the template so you can create a new customized form. Short of using one of our predesigned templates from the QuickBooks Template Gallery, this is the fastest and easiest way to create a new customized template.

  • Make Template Inactive: Click a template in the list and then click Make Template Inactive to hide a rarely used template in the Templates list. The hidden template will still be available to you if you want to show it again by clicking Show Inactive Templates.

  • Show Inactive Templates/Hide Inactive Templates: Click an option to show or hide inactive templates in the Templates list. If this option is disabled, no templates have been hidden.

  • Customize Columns: Click Customize Columns to view or change the columns that are displayed in the Templates list.

  • Import: Click Import to import a customized template from a different QuickBooks company file.

  • Export: Click Export to export a customized template so you can import it into a different QuickBooks company file.

  • Use Online: This option is available only after you sign up for QuickBooks Mobile and sync your company file. Then click Use Online and select the custom templates you want to use for transactions you create in QuickBooks Mobile and QuickBooks Connect. To learn more, double-click the QuickBooks Mobile icon on the Home page.

  • Download Templates: Click Download Templates to download a predesigned template for free from the QuickBooks Template Gallery (requires Internet connection). The Template Gallery has over 100 predesigned templates that are already customized with special graphics for different businesses. This is by far the fastest and easiest way to use a professional-looking form.

  • Use: Click the template to use and then click Use to open the form using that template.

  • Find in Transactions: Click the template type and then click Find in Transactions to locate all transactions for that type of form.

  • Print List: Click Print List to print the Templates list.

See also

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