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QuickBooks Tips – Four (4) Ways to Add Long Disclaimers on Forms

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As a business owner  there can be several different situations that you encounter where you might need to include a long legal disclaimer or explanation when you sell a specific item, offer special discounts, provide warranty disclaimers and  information or explain your payment requirements when bidding on a job or even invoicing a customer.

long disclaimersThere are four different methods for addressing this issue; the one that you choose will depend on what makes the most sense for your business:

  1. Items
  2. Template
  3. Letters Function
  4. Outside of QuickBooks

 

  1. Using Items to add long disclaimers – If the additional information needs to be included when a specific product is sold, that information can be included in the description OR you can create a new item with a zero sales cost for the purpose of adding the information to a Purchase Order, an Estimate, or an Invoice.  The advantage of creating a separate item is that you can place the disclaimer item where you would like it on the form; right after the item it relates to, or at the bottom of an Estimate form.  Later, you can delete it for billing purposes – as long as both you and your customer have a copy of the Estimate that contains the detailed information.
  2. Modifying the Form Template to include long disclaimers – If the disclaimer is long and you have the same disclaimer for every Estimate you create, for example your billing terms, and would like to make it a standard part of your form, using the Long Text Disclaimer section on the template itself may be the best solution.  Choose Lists -> Templates -> select form -> Edit.  The text can be entered and then the font size and placement can be adjusted using the Layout Designer.
  3. Using the QuickBooks Letters function – If the disclaimer is exceedingly long, after you create the form create an accompanying Letter in QuickBooks.  Access the Letters function from the Customer Center by clicking on the Word option.  Use this method with option with option 1 or 2 above to indicate that additional information is included on a separate page.
  4. Outside of QuickBooks – Depending on what needs to be included, it might make more sense to print the disclaimer on the back of the form.  It would also be possible to use this method in conjunction with option 1 or 2 to state something along the lines of “see additional disclaimer information on the back of this form” to include a reference to the information without having to actually include it on the form.

8 Responses to QuickBooks Tips – Four (4) Ways to Add Long Disclaimers on Forms

  • You could utilize the existing customer message field that is already on the invoice template. You might also be able to modify the invoice template and create a custom text box.

  • I want a memo type field on my Invoice screen, where I can type Invoice amount in words, and it can be printed as invoice footer. any way to do so?

  • Hi Michael
    Yes, that is another way of adding a “disclaimer” – I’m just wondering if there is a difference in the number of characters that can be stored in a text box vs the long text area area.

  • I know this conversation is a little out of date.

    It seems there is another way.

    You can just, in layout designer, click “add text box” and type the disclaimer in there.

    (I’m having trouble seeing what is the point and the difference of the “long text” data field versus just adding a text box and putting the disclaimer in that way?

    Any thoughts?

  • Hi, thanks for the compliments 🙂 I started this blog at the end of 2008 and it’s really not as easy as one would think! You have to put a lot of time and effort into it, at least an hour to an hour and a half for each blog post and time isn’t necessarily always willing!

  • Wow, incredible blog structure! How long have you ever
    been running a blog for? you make running a blog look easy.
    The whole glance of your web site is great, as well as the content material!

  • Charlie, thanks for these additional ideas!

  • Two other ways:

    1) Print as a PDF, then modify the PDF to insert your disclaimer form. This is similar to other methods you use.

    2) Use a third party add-on program that will let you print the invoice WITH a disclaimer. CCRQInvoice is an example.

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About Your Host:

Nancy Smyth, Certified QuickBooks ProAdvisor

Nancy Smyth, Sunburst Software Solutions, Inc.
QuickBooks Construction & Payroll Expert


I've been using and supporting QuickBooks products since the early 1990's. I've worked with thousands of contractors, assisting them with QuickBooks setup, Certified Payroll Reporting requirements, AIA Billing and Weighted-Average Overtime.


QuickBooks is a powerful product, but learning how to use it in your construction business can be difficult. I hope you find resources available here to be helpful.

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