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Customise invoices, estimates, and sales receipts in QuickBooks

by Intuit•491• Updated about 17 hours ago

Create professional, personalised invoices in an instant and get paid faster.

Our simple, easy-to-use customisation features are the perfect way to boost your brand and improve your cash flow. By highlighting the details that matter most to your customers, you can spend less time chasing payments and more time running your business.

Ready to personalise your first invoice? Select the (Take me there) links as you go — you can be done in as little as two minutes.

This video will go over how to create an invoice in QuickBooks Online. We’ll also review all the customisation options you have to tailor the invoice to your business and show you how to let your customers pay your invoice online. Finally we’ll show you where you can review the status of your invoice once you send it.

You can update and personalise 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

Notes:

  • 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.
  • You can't have multiple templates that contain different company information.

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 the edit icon ✎ on the logo. Then select Upload to select an image from your computer, and select Open to update the logo.
    Note: If you aren't able to see Edit company and logo, select âš™ Manage, then select Design â–Ľ dropdown. Then select Modern from the Modernised template.
  4. Select the more icon at the logo you have recently uploaded, then select Use as primary.
  5. To add or remove fields, change the colour scheme, or turn on payments on invoices, select âš™ Manage.
  6. To change the fields shown, select Customisation â–Ľ dropdown. Turn each field you want to include on or off.
  7. To change the appearance of your form shown, select Design â–Ľ dropdown. Select the template to use. If you are using a modernised template, select the font and colour.
  8. Select Print or download, then select Print or Download to see what your form currently looks like.

Note: You can also change your company info, logo, and which fields you want to include in your Account and settings (Take me there).

  1. Create a new sales form, such ‌as an invoice, estimate, or sales receipt. You can also open an existing sales form.
  2. To customise the info or design of your invoices:
    1. Select Customise.
    2. Select another template, or follow the steps to create a New style or Edit current.
  3. Select Print or Preview, then select Print or Preview again to see what your form currently looks like.

Note: You can also change your company info, logo, and which fields you want to include in your Account and settings (Take me there).

The modernised template is the default, but you can create and select a custom template of your own.

  1. Create a new sales form.
  2. Select âš™ Manage.
  3. Select the Design ▼ dropdown. 
  4. Select the template you want to use under Other templates section. 

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, follow the steps 1–3, then select Add/Edit, from the Other templates section to open the Custom form styles page.

  1. Create a new sales form.
  2. Select Customise.
  3. Select another template, or follow the steps to create a New style or Edit current.

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, go to Settings Settings gear icon. and select Custom form styles.

  1. Create a new sales form.
  2. Select âš™ Manage.
  3. Select the Design ▼ dropdown. 
  4. Select Remove default from the Modernised template section. The default template will automatically be the standard template. 
  5. Fill in the required data and select Save to save the sales form.
  6. In the Other templates section, select Add/Edit to edit the standard template.
  7. In the Custom form styles page, select Edit from the Action column to update the template as needed.
  8. Select Done. This new (Standard) template will now be your default.

Note: Aside from the standard template, you can’t set other custom templates as a default template. You also can’t edit the modernised template.

  1. Go to Settings Settings gear icon. and select Custom form styles.
  2. Select the ▼ dropdown from the Action column, then select Remove as default. The default template will automatically be the standard template. 

You can change the names and widths of your columns on sales forms on existing templates, or create a new one.

  1. Go to Settings Settings gear icon. and select Custom form styles.
  2. Select New style ▼ dropdown, then select a form, or select Edit from the Action column on an existing template.
  3. Select the Content tab.
  4. On the visual preview, select the section of the form that shows a list of products.
  5. Select Edit labels and widths.
  6. Use the sliders to adjust column width.
  7. Check each column you want to show.
  8. You can change the name of each column.
  9. When you're done, select Done.
  1. Go to Settings Settings gear icon. and select Account and settings.
  2. Select the Company tab.
  3. To edit your company logo, select the edit icon ✎ on the logo. Then select Upload to select an image from your computer, and select Open to update the logo. 
  4. Select the more icon  at the logo you have recently uploaded, then select Use as primary.
  5. Select Edit on each field to update the Company info as needed. After making changes, select Save for each field.

You must add custom fields in your settings before you can show them in sales forms.

  1. Go to Settings Settings gear icon. and select Custom fields.
  2. Select Add field.
    Note: If you are creating a custom field for the first time, select Add custom field. 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 â–Ľ 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 âš™ Manage. Then select Customisation â–Ľ dropdown. 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. Go to Settings Settings gear icon. and select Account and settings.
  2. Select the Sales tab.
  3. In the Sales form content section, select the edit icon ✎.
  4. Select which fields you want to include, then select Save.
  5. In the Products and services section, select the edit icon ✎.
  6. Turn Show Product/Service column on sales forms and Show Item/Service Code column on or off.
  7. Select Save.
  1. Create a new sales form, such ‌as an invoice, or estimate. 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 the edit icon ✎ on the logo. Then select Upload to select an image from your computer, and select Open to update the logo.
  4. Select the more icon  at the logo you have recently uploaded, then select Use as primary.
  5. To add or remove fields, change the colour scheme, or turn on payments on invoices, select âš™ Manage.
  6. To change the fields shown, select Customisation ▼ dropdown. Turn each field you want to include on or off.
  7. Make whatever changes you wish to make to your form, payment options, design or scheduling. The form preview updates as you make changes.
  8. Select Print or download, then select Print or Download to see what your form currently looks like.

Note: You can also change your company info, logo, and which fields you want to include in your Account and settings (Take me there).

  1. Go to Settings Settings gear icon. and select Account and settings.
  2. Select the Company tab.
  3. To edit your company logo, select the edit icon ✎ on the logo. Then select Upload to select an image from your computer, and select Open to update the logo.
  4. Select the more icon  at the logo you have recently uploaded, then select Use as primary.
  5. Select Edit on each field to update the Company info as needed. After making changes, select Save for each field.

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

  1. Go to Settings Settings gear icon. and select Account and settings.
  2. Select the Sales tab.
  3. In the Sales form content section, select the edit icon ✎.
  4. Select which fields you want to include, then select Save.
  5. In the Products and services section, select the edit icon ✎.
  6. Turn Show Product/Service column on sales forms and Show Item/Service Code column on or off.
  7. Select Save.

Related links

QuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start