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How to customise invoices, estimates, and sales receipts

You can change the look and feel of your invoices, estimates, and sale receipts in QuickBooks Online so they highlight your company's brand. Areas you can customise include:

  • Logo
  • Colour scheme
  • Font and size of the printing
  • Header and footer
  • Custom fields

Customise your invoice, estimate, or sales receipt

Follow these steps to customise your invoice, estimate, or sales receipt:

  1. Select the Gear icon on the Toolbar, then Custom Form Styles under Your Company.

  2. From the New style drop-down menu, select the type of transaction you'd like to customise (Invoice, Estimate, or Sales receipt). You can also edit the master form which will apply the changes to all basic sales forms. To get to the master form:
    • Select the Gear icon on the Toolbar, then Custom Form Styles under Your Company.

    • You will see a template called "standard" and its form type is "Master.
      (Note: Statements, purchase orders and delivery notes have limited customisation/customisation and can only be changed by customising/customising the master form.)
  3. The Custom Form Styles page is broken down into four sections to help edit the form to your liking:
    Design Tab Content Tab Emails Tab Payments Tab
    Add a logo, change the font style and size, add colours, and apply pre-designed templates.

    This tab is broken down in to three sections. Select each section from the form preview to make changes.

    Header: Enter your company address and other basic info here. You can add up to three custom fields. Learn how to add an editable Invoice no. field to your forms.

    Table/Middle: Edit sale details like items sold, price, and tax collected. You can add or remove columns, extend their width, and change their labels. If you want to include a description of your sales item, you can either add it as part of your Product/Service or as a separate column by selecting Description. You cannot have both descriptions selected.

    Footer: Add customised messages for your customers or include payment instructions (e.g. "Send funds via e-money transfer").

    Enter a default message that you can send with your invoice, estimate, or sales receipts. Edit the greeting, and set up email reminders here.  Changing the default message on one template updates it on all templates.

    Have a Payments account? To see how your e-invoices appear to customers when they pay online, select Bank transfer and/or Card under the Payments tab.

    Note that these are not preferences and are simply demos of what your customers see when paying online. You can change your customer's online payment options right on their invoices.

  4. Once you've completed customising/customising the form, select Preview PDF or Done.  (Note: Always preview PDF to see how your customisation/customisation looks like on the PDF.)
  5. The new customised form will now be listed on the Custom Form Styles page.
Note:QuickBooks Online does not allow you to move or rearrange the fields on the invoice and other forms.


Apply a default custom template

Now that you've created a custom template, you can apply it to a new sales form (also known as a Transaction Form in QuickBooks Online) when you're creating it. Follow these steps to do so:

  1. Select the Gear icon on the Toolbar, then Custom Form Styles under Your Company.

  2. Select the Edit drop-down next to a custom template.
  3. Select Make default to automatically apply a customised form as the default for all newly created invoices, estimates or sales forms.
Note:If you want to select a custom template that's different from your default template, you can do this when you create a new invoice, estimate, or sales receipt. To do this:
  1. Select Customise.
  2. Select the template you want to apply.

Video Tutorial

You can also watch this video tutorial on how to change the look and feel of your sales forms.

Now you’re able to customise invoices, estimates, and sales receipts