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How to customize invoices, estimates, and sales receipts

Change the look and feel of your invoices, estimates, and sale receipts in QuickBooks Online so they highlight your company's brand. You can create a custom template for specific transactions or customize standard templates which you can use for all transaction types.

A custom template has advanced customization options available for invoices, estimates, and sales receipts only.

Customize your forms

Here are the steps to customize your forms.

  1. Select the Gear icon.
  2. Under Your Company, select Custom Form Styles.
  3. Select New Style, and choose a type of transaction from the drop down.
  4. Select a tab to start customizing your form template.
    • Design: Go through the following items and personalize them as needed.
      • Change up the template / Dive in with the template: Choose from a variety of templates. Take note that while you can choose your template, you can't drag or rearrange boxes.
      • Make logo edits: Upload, resize, relocate and hide your logo here.
      • Splash on some color: Choose your desired color or use html color codes to customize your color palette.
      • Get choosy with your font: Select a font that fits your business. Set the font and line height to Arial MS (MultiLingual) to see multilingual characters such as Chinese.
      • Edit Print Settings: Adjust how your forms will print in this section.
    • Content: Select the section of the form from the preview on the right to make changes.
      • Header: The topmost part of the form where you can customize your business and basic information. You can add up to 3 custom fields here.
      • Table: The middle part is where you can select the fields you want to show on your forms, including the account summary.
      • Footer: The bottom is where you can add customized messages or a note for your customers.
    • Emails: Enter a default message that you send with your invoice, estimate, or sales receipts. You can also set up email reminders here
      Note: Please refrain from using special characters or emojis in the subject line or the body of your email to avoid delivery errors.
    • Payments: Choose the payment method(s) you want to appear on the invoices that you send via email.
  5. Select Preview PDF or Done on the black Toolbar.

The new customized form will be listed on the Custom Form Styles page.
Note: QuickBooks Online doesn't allow you to move or rearrange the field 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.

  1. Select the Gear icon.
  2. Under Your Company, select Customer Form Styles.
  3. Select the Edit drop-down next to a custom template.
  4. Select Make default to automatically apply a customized 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 hen yo create a new invoice, estimate, or sales receipt.

To do this:

  1. Select Customize.
  2. Select the template you want to apply.

Add or remove fields (Invoice only)

  1. Select the Plus icon.
  2. Under Customers, select Invoice.
  3. Select the Gear icon next to the question mark in a circle.
  4. Go through the list and mark the fields you want to see on your invoice.
  5. Select X to close and save your changes.

Video Tutorial

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