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Customise invoices, quotes, and sales receipts in QuickBooks Online

by Intuit•95• Updated about 12 hours ago

Change what your customers see on sales forms you send them, such as invoices, quotes, and receipts. Highlight the details that matter to them, and hide the ones that don’t matter. Changes to these forms won’t change the way they look in QuickBooks Online.

Let’s go over how to create an invoice. We’ll show you how to add customers, products and services to an invoice. And then how to save and send them. Let’s start by looking at the Customers List. Select Sales and select Customers. The Customers list keeps track of who you sell things to and provide services for. It also gives you the current balance for each of your customers. Use it to see what customers owe you, or sometimes, what you owe them. Let's create an invoice for an existing customer. Go to the Create icon and select Invoice. The first thing is to record the customer’s name. Notice that QuickBooks populates both the billing address and the email address for this customer. That’s because this info was already in the customers list. However, if you need to add a new customer you can do by selecting Add new. If you want to send to invoice to more than one address, use a comma between each one. You can CC or BCC an address too. QuickBooks also lets you add a Pay Now button to the invoice. That way customers can pay with a credit or debit card or a bank transfer. The Date should be the day you send the invoice. Or, if this transaction happened in the past, the date you issued the invoice. Terms sets the number of days a customer has to pay the invoice. You can add other things too. Go to the Gear icon to add things like Shipping and custom fields. In the Products and Services area, enter what you're charging the customer for. If you don’t find a product or service that looks right, select Add New to create a new one. If you set up the product or service ahead of time, you'll see the Sales Description and Price you entered earlier. You can also enter or change these while you create the invoice. Add as many products and services as you want. There are more options further down the form. You can enter a message to include on the invoice. You can also add a statement memo. A statement memo shows up as a note on your customer’s statement if you send them. You have several options for saving invoices. You can save the invoice and keep on working It. You can Save and Close, which saves the invoice and brings you back to whatever you were doing before. You can Save and Share a Link. This option saves the invoice and simply emails a link to the customer. When they select the link they’ll see the invoice. Save and send lets you write an email to your customer and will attach the invoice to the email. And you can use Save and New if you want to save the invoice and create another one. Let's select Save and Send. On the left you can see and change the subject and body of the email you’re sending. And on the right you see a preview of what your customer will receive. Select Send and Close to send the invoice. QuickBooks confirms that the email was sent to your customer. And you can see the customer’s balance has increased by the amount of the invoice. Now you’re ready to create your own invoices.

You can update and personalise your forms as you’re creating them.

Things you can change include:

  • Additional fields to show on your forms
  • The contents of a form’s tables
  • Your company logo and contact info
  • The colours, font, and layout

Note: Changes to your company info, such as altering your logo or address, affect all future invoices and quotes and alter your customer info throughout QuickBooks.

Change the look and info while working on your form

You can edit your sale form’s appearance while working on it. The sales form updates as you make changes.

Note: The Service Date column appears as Date on your printed invoice.

  1. Create a new sales form, such ‌as an invoice, quote, or sales receipt. You can also open an existing sales form.
  2. To update your company info, select Edit company on the form. Make changes as needed, and then select Save. 
  3. To edit your company logo, select Add logo on the form. Then select an image from your computer, and select Open to update the logo.
    Note: If you aren't able to see Edit company and Add logo, select âš™ Manage, then select Design. Then select Modern from the Modernised template.
  4. To add or remove fields, change the colour scheme, or turn on payments on invoices, select âš™ Manage.
  5. To change the fields shown, select Customisation. Turn each field you want to include on or off.
  6. To change the appearance of your form shown, select Design. Select the template to use. If you are using a modernised template, select the font and colour.
  7. Select Print or download, then select Print or Download to see what your form currently looks like.
  8. Select Save.

Note: You can also change your company info, logo, and which fields you want to include in your Accounts and settings. Follow this link to complete the steps in product .

If you’d rather use a custom template, select the Design ▼ dropdown, then select the template you want to use under Other templates. Custom templates let you add a unique logo or layout without changing other sales forms.

To add a new template or edit an existing template, select Add/Edit. Follow this link to complete the steps in product .

  1. Follow this link to complete the steps in product .
  2. In the Company name section, select Edit ✎.
  3. To edit your company logo, select the icon on the logo and select icon from the Logos window. Then select an image from your computer, and select Open to update the logo. 
  4. Select Save.
  5. Select each field to update that company info as needed.
  6. Select Save, then select Done.

You must add custom fields in your settings before you can show them in sales forms.

  1. Follow this link to complete the steps in product .
  2. Select Add field. If you are creating a custom field for the first time, select Add custom field.
    Note: If you want to edit an existing custom field, select Edit from the Actions column.
  3. Enter the name in the Name field and select a data type from the Data type â–Ľ dropdown.
  4. For the category, select Transaction.
  5. Tick the box next to the forms you want to include the fields on and turn on Print on form.
  6. Select Save.

Note: To add custom fields to sales forms while working on a sales form, select âš™ Manage. Then select Customisation. Next to Custom fields, select Manage.

Change which fields are included on your forms in your settings without opening a specific invoice, quote, or sales receipt.

  1. Follow this link to complete the steps in product .
  2. Select Sales.
  3. In the Sales form content section, select Edit ✎.
  4. Select which fields you want to include, then select Save.
  5. In the Products and services section, select Edit ✎.
  6. Turn Show Product/Service column on sales forms and Show SKU column on or off.
  7. Select Save, then select Done.
Have any other questions for our team?

If any of your questions were left unanswered, we'd love to hear them!
Pop over to our QuickBooks Community's discussion on invoicing where you can ask your questions, have them answered by qualified QuickBooks Online experts, and hopefully help others with the same questions out in the process.

Related links

QuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start