Printing QuickBooks Invoices with CCRQInvoice
While most people start using CCRQInvoice to sort orders or add totals of some sort, you can also use it to print invoices, sales orders and estimates from QuickBooks. Our printing system provides a number of features that you don’t find in QuickBooks that can be very useful.
For example:
- We often hear complaints from QuickBooks users about the footer of the invoice showing the “total” block on each page of a multiple page form. With CCRQInvoice you can show that footer on just the last page, which creates a more professional looking form.
- One of our customers needs to print a large number of invoices at the end of each month, and these must be sorted by customer so they can be bundled together. QuickBooks batch printing has limitations and cannot perform this function. CCRQInvoice lets you sort by anyfield, and select invoices from any range of dates.
These are just two samples of what you can do with the CCRQInvoice printing function.
I’ve put together a short video overview that shows how this feature works. In upcoming postings I’ll be showing you how to work with our form designer to create your own forms, and I’ll be providing preformatted forms that you can download and install in your system. Just click on the following picture:
Click for video on printing forms
Category: CCRQInvoice, Featured
About the Author (Author Profile)
Charlie Russell is the founder of CCRSoftware. He’s been involved with the small business software industry since the mid 70′s, focusing on inventory and accounting software for small businesses. He is a Certified Advanced QuickBooks ProAdvisor and participate extensively in the QuickBooks Community user forums under the ID of CCRussell.
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I’m looking for and estimate template that permit to include our contract on the second thru the four page. It’s must have two different formats; the first is the normal QB estimate form and the second is the one that permit to include the contract. Two documents in one.
Eddie, that depends on what you want this to look like. If you just want a long text section to come after the totals, we should be able to do this with CCRQInvoice. I would need to see a sample of what you are looking for if you can email that to me.
There is a problem when printing wherein it adds the a “quantity”, ie. “1″, even if the “item” is a “discount” in the “item list”
ie.
2 table ‘a table’ 100$ 200$
1 discount ‘discount 10%’ 10% -20$
As you can see it adds an amount “1″ on the discount
Yes, Fred, in the public release at this time you will see that. The next public release will include a fix for that (the release date is not set). If you would like to see a field test copy, contact me (or our support department) directly. Please note that there are no charges for updates to our programs.
I would be interested to try the CCRQInvoice just to have the ability to print “sensible” multi-page invoices, but don’t immediately see any description of how you specify that on this blog or the main site. Can you point me to it? Thanks!
David, that depends on what you mean by “sensible”. What are you looking to do? The video in this article shows how to print, and in the example it shows that the totals print only on the last page of a multiple page invoice. If you are looking for some sort of contract page or additional info to print just on the last page, see http://ccrqblog.ccrsoftware.info/2009/02/adding-contract-pages-to-quickbooks-invoices-with-ccrqinvoice/
Thanks – I guess the forms in CCRQInvoice specify the format of the multi-page invoices. The Standard one might work – where on the website can you download other forms?
The standard form is built in to the program. You can use the form editor to modify that to fit your needs. We did have a “library” of alternate forms, but we withdrew that temporarily as there were some problems in how they were distributed, and we have to do some retooling before we post them again.
We have a need to be able to enter items on a Sales Order in a random fashion and then have the computer sort them in ascending order by item.
For example, a customer may give us a written order for fifty items in random order. Our warehouse in layed out in A-Z ascending order. So that our our order pullers may pull the order by going up and down each isle once, the items on the order need to be in ascending order as well.
Does the CCRQInvoice do this?
Thank you.
Damon – yes, it does exactly that. For orders that are as large as 50 items, there are some things that you can do to optimize performance – contact our support department for a discussion of that.
There seems to be a glaring lack of a very obvious and needed feature. When I select my invoices to print (I want to print in customer order) I want to print only open, unpaid invoices. I have open invoices going back many months. If I select that range I am going to end up printing dozens if not hundreds of invoices that have already been paid. I can’t go thru a thousand invoices selecting the unpaid ones. I might as well print them one by one in QB. Or am I missing something?
Jim, you can accomodate this fairly easily. It isn’t all that obvious, but all the “clues” are in the documentation. Let me point out a few things. My understanding is that you want to find JUST the invoices that are open, not fully paid. If that is not right, please correct me. Also, if you can’t follow the steps below, contact us at support@ccrsoftware.com and we’ll send you screen shots.
“Load” all of your invoices. This will take time, possibly, but it will list all paid and unpaid invoices. Rightclick on any column heading, you will get a menu. Pick “column chooser”. That opens a Customization window. Find the field “Is Paid”. Drag it from the customization window and drop it as a new column heading. You will see all orders that are paid, or not paid (paid has a check mark). Now, close customization. Right click on the “is paid” column heading, and select the “filter editor”. It should say something like “[Is Paid] Equald“. If it isn’t “Is Paid”, click on that value and select “is paid”. Click on the , keep clicking until you see an unchecked box (there are three options). Click “ok” and you will see that only the not-paid invoices are listed. In the lower left corner of the order processing window, click “layout” and then “save layout”, and the program will remember the added column AND the filter, for next time.
Hope that makes sense!
That worked. Thanks. I knew there had to be a way to do selections. It was even easier than you described. there is a small drop down box on the right of the column header that has choices “checked”, “unchecked”, etc. Selecting unchecked did the trick. Love it. Thanks again.
One more question. The invoices print with the carriage returns removed, and have a lot of items with multiple lines in the description. Any way to fix that?
Jim, this SHOULD work, I didn’t test it on the version you have (tested it on a beta copy).
Edit the form, select the description field.
Find the “Multiline” property, either in the property window (under “Behavior” or by clicking the > symbol on the field.
Put a check mark in that field, save your form.
Many of my QB invoices have lines used for text only. The quantity, amount, etc. are all blank. There are also some completely blank lines added for readability. When I print with ccrq those lines have a “1.00″ in the qty column. I’ve tried everything to change the format so that null values are not shown but no luck. The help says to use 0;#.00;#.00;” ” but that still shows a “1.00″ in the column.
Yes, that is because QuickBooks tends to put a “1″ in place of blank values.
We have a pre-release version of the product that resolves this, but you will have to contact our support department directly (support @ccrsoftware.com)to discuss this. Note that support is easier to provide via email rather than through blog comments like this.
Good blog. I’ve found many useful tips and answers, but not an answer to my specific situation. I have a client whom I’m setting up on 2008 QB Manufacturing for the first time (after operating on a manual basis). They need to have two extra columns appear on their QB invoices: one for “Suggested Retail Price” (which would be set up as a static number within each inventory item, in the custom field section), and a column for “Percentage” (which we would set up as a custom field, but would not prefill within the inventory item with a value). Could your custom software make the “Percentage” column a calculating column on the invoice, which would look at the item price (inventory field), and the “Suggested Retail Price” (custom field), and then input the percentage difference? The calculation need not carry over to the Total column on the far right, as it is just to show their client what they are paying for the item, versus what the client will sell it to the public for, and what percentage they will make on the item.
Cheryl, if you have the two values in the custom fields, we can print a calculated value on the form if you use CCRQInvoice to print the forms. Note that this takes a bit of work to set up. Note, also, that you would have to contact our support department to get a special version of the program. The current off-the-shelf version won’t treat custom fields as numbers in the form editor. But we have a version in house that will do that. Note that the only issue would be that I don’t think you can control rounding, although there are some ways to handle that. Easiest to contact our support department for details.
Hi,
I wanted to see if I can generate multiple invoices from multiple sales orders, each getting their own invoice number. In Quickbooks you have to go into each SO to create an invoice or put all open so for a customer on one invoice. Basically automate in some form
Hi, Jennifer: You sent an email to our sales or support dept just the other day – you should have gotten a response to that by now.
We have the ability to do this, but it isn’t in our off-the-shelf product yet. It is available in a beta-test release of our product. Contact us via email if you would like to see this release (if you don’t have an email about it by now, check your junk-mail folders, the response may be stuck in there?).
Thanks Charlie, I would love to see it. I checked junk and nothing :( I will resend
Do you have a form template for a pick list that will put a line between a group? Trying to separate items for the employees that pull the order.
Matt, “between a group” – in a “group” item, or what? I’m not clear what exactly you are looking for.
We are using QB 2011 Primier (W&D) and have customers who want thier invoices subtotaled by expense/department codes. Can this be accomplished with CCRQInvoice? YThe subtotals must include sales tax and have the ability to be printed on the invoice showing the Coding and the subtotal.
Thanks
Richard, no, CCRQInvoice won’t be able to do that for you, particularly relating to the sales tax inclusion. That is a tough thing to accomplish in QB due to the way sales tax is calculated normally.
My client is using Quickbooks “groups” rather than assemblies. They would like the picking ticket to have a line between the first and second group of inventory items. So on the picking ticket the 1st four items would be in a group then a line and the next 6 items would be the second group and so on. Each group of items would need to be assembled and then shipped. Customer is using groups because they don’t want to have to build assemblies.
Matt, at this time the product won’t do that. We might be able to later this year, but I can’t promise that the feature would be included in that revision.
Adding the quantity of items sold column and did the steps, have the field on the invoice put will not put any numbers there, please help
Mike, are you “processing” the orders? The totals won’t appear automatically, you have to run the program.
Charlie, Thanks. Any suggestions, how about the subs w/o sales tax?
Thnaks
Richard, it would be easier if you corresponded with us via email at sales@ccrsoftware.com. Please note that over the next few days there may be some delays in responding.
CCRQInvoice looks like a terrific product with a ridiculously low price (especially multi-user) and exceptional support. Thank you Charlie.
Charlie – - I just downloaded the free trial. The only need that I presently have is to print multiple page invoices without the continued reappearance of the header and footer on each page of the invoice. I watched your video and it appears that you have taken care of the “totals” footer so that it only appears on the last page. My question is whether or not your software permits the invoice header (logos, invoice no., invoice date, etc…) to appear on the first page only, and not on the second, third fourth, etc… With the header on each page of a multiple page invoice, I’m wasting a ton of paper. Many Thanks. Aaron
Aaron, our off-the-shelf version won’t handle that well (it can be done, but with restrictions). We do, however, have a pre-release version that we are field testing that will handle that task. If you are interested in trying a demo, you can email us and we’ll get it to you to try.