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Customise invoices, estimates, and sales receipts in QuickBooks Online

Learn how to personalise your sales forms and add the info that matters most to your business.

QuickBooks Online gives you the tools to create attractive, professional-looking invoices, estimates, and sales receipts. Custom sales forms are a simple and effective way to enhance your business' brand. You don’t need to be a designer to make eye-catching designs. And they let you control what info your customer sees.

You can customise the appearance and layout of your sales forms. Once you create your masterpiece, save it as a custom template so you can use it at any time. The steps are a little different depending on the version of QuickBooks you have. Follow the steps for your version.

If you select New ⨁ and see the Money in and Money out columns, you're in Business View. If you select  New ⨁ and see the Customers and Suppliers columns, you're in Accountant View. The screen looks like this: Accountant Here's how to switch between views.

If you use QuickBooks Online Essentials, Plus, Advanced, or are in Accountant View

You can create separate templates for your invoices, estimates, and sales receipts. You can also have multiple templates for each form.

Step 1: Create a new template

You can create separate templates for your invoices, estimates, and sales receipts. You can also have multiple templates for each form.

  1. Go to Settings ⚙ and then select Custom Form Styles.
  2. Select New Style.
  3. Select the type of form you want to create.

Step 2: Design your template

You'll see a preview of your changes as you make them. Whenever you're ready to save your changes, select Done. To adjust the general layout and look of your template:

  1. Select the Design tab.
  2. Give your template a name.
  3. Select Dive in with a template  to choose a layout. These layouts are fixed. We recommend the Airy Classic. If you want to add SKUs or create progress invoices, you need to use Airy Classic.
  4. Select Add your unique logo to upload a new logo.
  5. Select Splash on some colour to pick a colour scheme. You can also enter a hex code to use a truly custom colour.
  6. Select Get choosy with your font to change the font and size.
  7. Select When in doubt, print it out to adjust the margins. This is important if you send printed forms to your customers.

The company logo you use for QuickBooks automatically appears on sales forms. You can save multiple logos in QuickBooks, but only use one at a time. Logos must be:

  • Formatted as a .gif, .bmp, .jpg, .jpe, or .jpeg
  • Smaller than 10 MB

Step 3: Customise the info on your forms

Go to the Content tab to start customising the details. Forms have three sections: header, table, and footer.

Select a section on the sample form to edit the fields. You'll edit each section separately. You can edit, add, or remove data fields on custom forms. You have many options. We won't cover them all, but here are a few highlights:

  1. Select one of the sections (header, table, footer). If you select the table section, select Edit labels and widths first. Then you can edit the data fields.
  2. Select a data field.
  3. Enter a new label. 

Your company info automatically appears in the header. Remove or edit the fields if you want customers to only see certain info.

  1. Select the header section.
  2. Edit the fields.
  3. Select and uncheck the box to hide a field.

Show or hide data fields

  1. Select one of the sections.
  2. Select the checkboxes to show or hide fields.

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