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Customise invoices, estimates and sales receipts in QuickBooks Online

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

  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: Choose the overall 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 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.
  4. 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.
  5. 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.
  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.

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:

  1. Select one of the sections (header, table, or footer).
  2. Select a data field tick to add or remove it from the template.
  1. Select the table section.
  2. Select Edit labels and widths.
  3. Select a data field you want to change the name for (for example, change the Description column to be called Details).
  4. Enter a new name. 

Your company info automatically appears in sales form headers. You can remove or edit the fields if you want customers to only see certain info.

  1. Select the header section.
  2. Edit the info in each field.
  3. Select the checkboxes to add or hide a field.

Note: If you are a VAT-registered entity, you can't remove the VAT registration number field.

  1. Select the header section.
  2. Select + Custom field.
  3. Enter a label for the custom field.

You can add up to three custom fields.

  1. Select the header section.
  2. Select the Form numbers checkbox.
  1. Select the table section.
  2. Select Edit labels and widths.
  3. Select the Description checkbox.
  4. Select the Include Quantity and Rate checkbox.

You can also select the Product/Service and then the Include description here checkboxes to keep the description in a single column.

  1. Select the table section.
  2. Select Edit labels and widths.
  3. Use the sliders to adjust the width.
  1. Select the table section.
  2. Select Edit labels and widths.
  3. Drag the square icon next to a data field to a new spot on the list.

  1. In the Content menu, select the Footer section of the form.
  2. In Add payment details and footer, enter the payment details and the footer description.
  3. Select Done.

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:

  1. Create or open an existing invoice, sales receipt or estimate.
  2. Select Customise in the footer.
  3. 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:

  1. Find your template.
  2. Select the ▼ in the Action column.
  3. Select Make default.

Step 7: Edit custom and manage 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.

 

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