Learn how to personalise and add specific info to sales forms.
QuickBooks Online gives you the tools to create attractive, professional-looking invoices, estimates, and sales receipts.
Customising 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 - add the info that matters most to your business. Once you create your masterpiece, save it as a template so you can use it any time. Here's how to customise sales forms in QuickBooks Online.
Customise the appearance and info on sales forms
You can create specific templates for your invoices, estimates and sales receipts. You can have multiple templates for each type for sales form.
Note: In the forms, such as delivery notes or remittance advice and purchase order, you can only change the colour and fonts by editing the master template.
Step 1: Start a new template
- Go to Settings ⚙ and then select Custom Form Styles.
- Select New Style.
- Select a sales form type you want to create a template for.
Step 2: Choose the overall appearance
Let's start with the layout. You'll see a preview of changes as you make them.
- Select the Design tab.
- Give your template a name.
- Select Dive in with a template (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.
- Select Make logo edits to upload a new logo. You can then select the size out of the three options offered: S, M, or L as well as change the placement of the logo.
- Select Splash on some colour 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.
- Select Get choosy with your font to change the font and size.
- Select When in doubt, print it out to adjust the margins. This is important if you send printed forms to your customers.
Step 3: Customise the info on your forms
Go to the Content tab to start fine-tuning the details. Forms have three sections: header, table, and footer. Select a section on the sample form to start editing. Edit each section separately. Whenever you're ready to save your changes, select Done.
You have many customisation options. We won't cover them all, but here are a few highlights:
Step 4: Personalise your email message
Make things personal. You can change the message customers see when they get their invoice or sales receipt. If you want to use your default messaging, you can skip this.
Go to the Emails tab. Change the subject line, greeting, and message body. You can even customise reminder emails. Note: QuickBooks doesn't show shortened URLs when you send emails to customers.
Step 5: 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:
- Create or open an existing invoice, sales receipt or estimate.
- Select Customise in the footer.
- Select a custom template from the list.
Step 6: 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:
- Find your template.
- Select the ▼ in the Action column.
- Select Make default.
Step 7: Edit custom and manage 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.