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Customize invoices, estimates, and sales receipts in QuickBooks Online

Learn how to personalize and add specific info to your sales forms.

QuickBooks Online gives you the tools to create attractive, professional-looking invoices, estimates, and sales receipts.

Customizing the appearance and layout of sales forms is a simple yet effective way to enhance your business' communications. You don’t need to be a designer to make eye-catching forms. And you get to decide what info your customers see and only add the info that matters most to your business. Here's how to customize sales forms in QuickBooks Online.

Customize the look and info on your forms

Customization steps are slightly different for different levels of QuickBooks Online. Follow the steps for your version.

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.

Step 1: Create a new template

  1. Go to Settings ⚙ and then select Custom form styles.
  2. Select New style.
  3. Select a sales form type you want to create a template for.

Step 2: Customize the appearance

Let's start with the layout. You'll see a preview of changes as you make them.

  1. Select the Design tab.
  2. Give your template a name.
  3. Select Change up the template to choose a layout. These layouts are fixed. We recommend using the Airy new.
    Note: If you plan to use Stock Keeping Units (SKUs) or create progress invoices, you have to use the Airy new design.
  4. Select Make logo edits to adjust or hide your logo.
    • To change the logo, select the (+) plus icon 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.
  1. Select and pick a colour scheme. You can enter a HEX code (the six-digit combination of numbers and letters for a colour) for a truly custom colour.
  2. Select Select a different font to change the font and size.
  3. 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’s 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:

  1. Select the Content tab.
  2. Select the header, table, or footer on the sample form to start editing that section. You’ll edit each section separately. 
  3. 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.
  4. Whenever you're ready to save your changes, select Done.

Learn more about some customization options for the header, table, and footer:

Select the header section to customize what displays. Here's some things to keep in mind as you customize the header:

  • When you select a checkbox, a preview displays on the sample form. 
  • Your company info automatically appears in sales form headers. Use the check boxes to add or remove what your customers see. You can also update the text fields to edit what displays.
  • Check the Form numbers checkbox to have QuickBooks add invoice or estimate numbers to your form. 
  • You can add custom fields to your form Here's how:
    • In the header section, select Manage custom fields.
    • In Custom fields, select Add field.
    • Enter the name of field, and select All Sales forms.
    • Turn on Print on form so it appears in your form's header.
    • Select Save.

Note: You can add up to three custom fields for sales forms.

Select the table section to customize it. Here’s some things to keep in mind as you customize the table:

  • When you select a checkbox, a preview displays on the sample form. 
  • You can choose how you want to display your description, quantities, and rates: 
    • To display separate columns for item descriptions, quantities, and rates select the Description, Quantity, and Rate checkboxes.
    • Or keep things in a single column by selecting the Product/Service checkbox and then the Include description here checkbox. 
    • Or select the Description checkbox and then Include Quantity and Rate
  • To reorder the columns, drag each item's grid icon to a new place on the list. 
  • To change the column name or size. Then select Edit labels and widths.
    • Change the column names by editing the text fields.
    • Adjust the width by moving the sliders.

Select the footer section to customize what displays on your footer. Here are things to keep in mind as you customize the footer:

  • When you select a checkbox, a preview displays on the sample form. 
  • Select the Discount checkbox if you offer a discount and want it to display on the form.
  • You can customize a message to your customer and add text to the footer of the form. Just fill out the message and footer fields. Then choose the font size and/or placement with the dropdown ▼ fields.

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.

  1. Select the Emails tab. 
  2. Choose if you want to display details or a summary by selecting Full details or Summarized details
  3. If you’d like to attach a PDF with a full pricing breakdown, select the PDF Attached checkbox. 
  4. 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.

  1. Select + New.
  2. Select Invoice.
  3. In the Online Payments section, select Get set up.
  4. Fill out your info and select Activate Payments.
  5. After you sign up, go back to the invoice. Select and check the payment options you want to make available like cards or a bank transfer.

Learn more about QuickBooks Payments.

Step 6: Select and use a template for invoices, sales receipts, or estimates

QuickBooks uses your default template each time you make a new invoice, sales receipt, or estimate. You can select a specific template for specific transactions directly from the form:

  1. Create or open an existing invoice, sales receipt, or estimate.
  2. Select Customize in the footer.
  3. Select a custom template from the list.

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 set another custom templates as the default:

  1. Go to Settings ⚙ and then select Custom Form Styles.
  2. Find your template.
  3. Select the ▼ in the Action column.
  4. Select Make default.

Step 8: Edit custom templates

To manage your custom templates:

  1. Select Settings ⚙ and then Custom Form Styles.
  2. Find your custom or standard template.
  3. Select Edit in the Action column.

In QuickBooks EasyStart, you can create multiple invoice templates. You can customize invoices, but not other types of sales forms. All the tools you need to customize invoices are on the form itself:

  1. Create or open an invoice.
  2. Select Settings ⚙ on the Invoice form.
  3. On the Choose what you use panel, select Change what your customers see panel, decide what company info you want customers to see. You can select company info from the Content section.
  4. When you're done customizing, select Done.

Customize the details

You can add fields, change the colour scheme, and enable payments on invoices. Here are just a few things you can do:

  1. Create or open an invoice.
  2. Select Settings ⚙ on the Invoice form. On the Choose what you use panel, select Change what your customers see to decide what company info you want your customers to see.
  3. Select the Content section.
  4. Under Forms, select the Form numbers.
  5. Under Display, select or clear Terms, Shipping, or Due Date checkboxes to add or remove these fields in the form.
  6. Select the Design section to change the colours, font, and logo.
    Tip: You can enter a hex code in the Colour field if you want a truly customized colour.
  7. Select the Emails section. Personalize the message your customers see when they receive their invoice.
  8. If you've set up QuickBooks payments, select the Payments section to turn on payment options for your customers.

When you're done customizing, select Done to close the customization window. Then finish your invoice.

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