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Customize invoices, estimates, and sales receipts in QuickBooks Online

by Intuit•368• Updated 6 days ago

Change what your customers see on sales forms you send them, such as invoices, estimates, 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.

You can update and personalize 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 estimates 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, estimate, 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 ⚙ 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 ⚙ Manage.
  5. To change the fields shown, select Customization. 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 modernized 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 ▼ dropdown.
  4. For the category, select Transaction.
  5. Select the checkbox 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 ⚙ Manage. Then select Customization. Next to Custom fields, select Manage.

Change which fields are included on your forms in your settings without opening a specific invoice, estimate, 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.

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