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Customizing Word Docs With QuickBooks Information

In a prior post, we showed how to create Word Documents from QuickBooks. There are a number of Word templates that come with the QuickBooks program.

Form within QuickBooks, we were able to create a collection letter in Word. Since we used the QuickBooks wizard in the process, the letter was able to populate automatically with pertinent customer data.

In this post, we’ll carry that feature in QuickBooks a step further. We will customize an existing Word template, adding a field from QuickBooks.

Access the Word document creation wizard from Company->Prepare Letters with Envelopes->Customize Letter Templates.

If you follow the above menu selection, the following screen appears:

As you can see, the option “View or Edit Existing Letter Templates” is selected. This will allow us to start with one of the templates that already exists with QuickBooks, and modify to fit our needs.

The next screen allows us to choose a template. The template we choose will be the starting point for our custom letter.


To keep things simple, we will choose the same template we used in creating a collection letter for delinquent customers. Friendly Collection letter.

Once making that selection and clicking Next, QuickBooks will start Word and open the template.

For this post, we are using Office 2007. So, the QuickBooks commands show on the ribbon of the Add-Ins tab. The first arrow points to them.

The second arrow points to a field name. A field name is designated by the “»” symbol surrounding the field name.

We have selected the “List of Overdue Invoices” from the “Insert Collection Info Fields” QuickBooks ribbon. We inserted that field into the letter template.

The next step will be to Save As and use a new name for the template so as not to overwrite the original.

Then, when we create collection letters from QuickBooks and use the new template we created, the letter will look like this:

The letter, from another sample file in QuickBooks, displays the outstanding invoices just like the template we created in QuickBooks/Word.

Hector Garcia, CPA
Certified Advanced QuickBooks ProAdvisor
12401 Orange Drive #136
Davie, FL 33330

Hector Garcia

Hector Garcia

Hector Garcia is a CPA and QuickBooks Consultant.

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One Response

  1. Is it possible to include invoice information in a customer letter, or must you use the invoice letter option?
    Sometimes we want to show customer history like first and last invoice date. Would that be possible?
    Thank you

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