Create customized templates for your invoices, estimates, and sales receipts. You can also save multiple templates for each type, choose a default, or switch between them.
To watch more how-to videos, visit our video section.
Here’s how to customize your sales forms.
Step 1: Create a new template
- Go to Settings ⚙ and then select Custom form styles.
- Select New style.
- Select the type of form you’d like to create a template for.
Step 2: Customize the appearance
Let's start with the layout and the design. As you make changes, you'll see a preview of the changes in the template.
- Select Design.
- Give your template a name.
- Select Change up the template to choose a layout. These layouts are fixed. Note: If you plan to use Stock Keeping Units (SKUs) or create progress invoices, use the Airy new design.
- Select Make logo edits to adjust or hide your logo.
- To change the logo, select add + on the image. Select one of your saved logos or add a new one. Note: You can save multiple logos but you can only use one at a time.
- To adjust to logo size and placement, select the size and placement icons.
- To hide the logo, select Hide logo.
- Select Try other colors to pick a color scheme. You can enter a HEX code (the six-digit combination of numbers and letters for a color) for a truly custom color.
- Choose Select a different font to change the font and size.
- Select Edit print settings to adjust the margins. This is important if you send printed forms to your customers.
Step 3: Customize the info on your forms
There are several options for customizing the details of your forms. We won't cover them all, but here’s how to get started and a few tips for each section of the form:
- Select Content.
- Select the header, table, or footer on the sample form to start editing that section. You’ll edit each section separately.
- Select the checkmarks next to the fields you want to display on your form. Then select a different section (header, table, or footer) on the sample form to customize it.
- Whenever you're ready to save your changes, select Done.
Learn more about some customization options for the header, table, and footer:
Step 4: Personalize your email message
Make things personal by changing the message customers see when they get their estimate, invoice, or sales receipt. If you want to use QuickBooks default messaging, you can skip this.
- Select Emails.
- Choose if you want to display details or a summary by selecting Full details or Summarized details.
- If you’d like to attach a PDF with a full pricing breakdown, select the PDF Attached checkbox.
- Change the subject line, greeting, and message body by entering your customized text. Note: QuickBooks doesn't show shortened URLs when you send emails to customers.
Step 5: Turn on online payments for invoices
By default, invoices aren't set up for digital payments. To get paid faster, set up QuickBooks Payments so your customers can pay their invoices online. Note: Payment processing is an add-on service.
- Learn how to sign up for QuickBooks Payments in QuickBooks Online.
- Watch the how to setup QuickBooks Payments video.
Step 6: Select and use a template for invoices, sales receipts, or estimates
- Create or open an existing invoice, sales receipt, or estimate.
- Select Customize in the footer.
- Select a custom template from the list.
- Select Save and close.
Step 7: Set a default custom template
QuickBooks uses the first custom template you create as your default for invoices, sales receipts, and estimates. To change the default custom template:
- Go to Settings ⚙ and then select Custom form styles.
- Find your template.
- Select the dropdown ▼ in the Action column.
- Select Make default. You'll see (default) displayed by the default template name.
Step 8: Edit custom templates
To manage your custom templates:
- Select Settings ⚙ and then Custom form styles.
- Find your custom or standard template.
- Select Edit in the Action column.
- Make any edits. Then select Done.