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Customise invoices, estimates, and sales receipts in QuickBooks Online

SOLVED•by QuickBooks•1512•Updated 3 hours ago

With QuickBooks Online templates, you can unleash your creativity and personalise your invoice, sales receipt or estimate template to match your unique style.

Although it's not possible to import custom invoice templates into QuickBooks Online, you can definitely make your invoices stand out by personalising the existing templates to fit your needs. The steps for customising estimates and sales receipts are the same.

We’ll cover how to:

  1. Select a template
  2. Add a logo
  3. Pick a colour scheme and font style
  4. Change print settings
  5. Update invoice details
  6. Add custom fields
  7. Add a discount
  8. Personalise the email
  9. Preview the invoice
  10. View all templates

Before you start

  • Feature availability may vary depending on your subscription plan. 
  • The steps to customise may differ based on whether you are using the old or new invoicing experience. On the new customisation view, you can update the form template as you’re creating them. Find out which experience you have.
  • If you can't customise sales receipts, it means you're on the new experience where customisation isn't available yet. You can switch back to the old experience.
  • Customisations and logo updates on invoices/estimates apply to all existing and future ones. 
  • Edits to company info update everywhere in QuickBooks.

With the new version of invoicing and estimates, you can update and personalise your forms as you’re creating them. All the tools you need to customise invoices and estimates are on the form itself.

A few things to keep in mind:

  • Any customisation or logo updates made to invoices and estimates will apply to all existing and future invoices and estimates.
  • Edits to your company info will update your company info everywhere in QuickBooks.
  • You can’t customise sales receipts with the new layout.
  1. To customise invoices:
    1. Go to Sales, then select Invoices (Take me there).
    2. Select Create invoice to create a new invoice. Or, to edit an existing one, find the invoice from the list and select View/Edit from the dropdown ▼ under the Action column.
  2. To customise estimates:
    1. Go to Sales, then select Customers (Take me there).
    2. Select a customer, then select Estimate from the New transaction dropdown ▼ to create a new estimate. Or, to edit an existing one, find an estimate from the list and select View/Edit from the dropdown ▼ under the Action column.
  3. To update your company info, select Edit company on the form. Make changes as needed, and then select Save. 
  4. To edit your company logo, select the logo on the form. Then select an image from your computer, and select Open to update the logo. 
  5. To add or remove fields, change the colour scheme, or turn on payments on invoices, select Manage ⚙, if not selected already.
  6. Select the dropdown ▼ for each section to see customisation options. 
  7. Choose what info displays on your form by turning the switches on or off. The form preview updates as you make changes.
  8. Select Payment options or Discounts and Fees to customise payment options, or turn them off.
    Note: Payment processing is an add-on service.
  9. Optionally, in case of invoices, select Automation to set up a Recurring invoice.
    Note: This option takes you to the recurring invoice form.
  10. When you're finished customising, select Save.

Start with the basics

When customising an invoice template, you'll find three tabs: Design, Content and Email. Let's break down each section for easy understanding:

  • Design: Customise the look of your invoice or estimate by selecting a pre-designed template or creating a unique design. Adjust the layout, colours, fonts and logo to align with your brand identity.
  • Content: Tailor the invoice or estimate information to your needs. Add, remove or edit fields such as company name, address, customer details, item descriptions, prices, and more.
  • Email: Personalise the accompanying email message when sending invoices to your customers. Make it unique and engaging to leave a lasting impression.
  1. Select + New.
  2. Select Invoices, Estimate or Sales receipt.
  3. Select Customise.
  4. To customise the form you're currently working on, select Edit current. For a new template, select New style. Or, to customise an existing template, select the template name.
  5. Give your form template a name.

Step 1. Select a template

You can select from six pre-designed QuickBooks Online templates, or if you prefer, you can skip this section and create a new template from scratch.

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Step 2. Add a company logo

Here are a few key points to remember about logos:

  • You can add up to 10 logos to your account. 
  • The logos should be in .gif, .bmp, .png, .jpg, .jpe, or .jpeg format. 
  • Each logo must be smaller than 10 MB. 
  • They should also be square-shaped, as rectangles are not compatible in QuickBooks.
  • Logos should be in the standard RGB colour space.
  1. In the Design tab, select Make logo edits.
  2. Find and select your logo. Then, select Open.
  3. Select Add a logo +.
  4. Find and select your logo. Then, select Open.
  5. Once uploading is complete, select Save.
  1. Select the size of your logo on the invoice: S (small), M (medium), or L (large).
  2. Decide on the placement of the logo: right, left or centre alignment. Note that you cannot change the height or width of the logo.

Tip: If you ever decide that you don't need the logo on the invoice, select Hide logo.

  • Try opening it with Microsoft Paint (or Preview on Mac) and save it as a .jpg with a new file name. 
  • If you see the message “We removed your logo because of a problem.” and you’re sure it meets all the requirements, reach out to our support team. 
  • If the logo looks strange and you’re not happy with the way it looks, you can change its format. Use the Save as option to create a new copy instead of replacing the original file.

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Step 3. Pick a colour scheme and font style

Pick a colour scheme and font style that really captures the essence of your brand.

  1. Select Try another colour.
  2. If your business has a specific brand colour, you can enter the HEX code, which is a combination of six letters and numbers, to accurately represent that colour.
  1. Next, select Select a different font. 
  2. Change the font size.

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Step 4. Change print settings

  1. Select Edit print settings. 
  2. If you send printed forms to your customers, adjust the margins.
    Tip: You can select Reset to go back to the default margin settings if you need to.

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Step 5. Update invoice details

  1. Select the Content tab. 
  2. There are three sections: Header, Table, and Footer. Edit each section separately by selecting the pencil icon ✎ next to it.

Select the heading to show more customisation options for each section:

  1. Select the pencil icon ✎ to edit the Header section.
  2. Select the checkbox next to the fields you want to show on the invoice. The invoice preview updates as you make changes.
  3. You can customise what you want your customers to see by adding or removing information. You can also update the text fields to edit what displays.
  4. Select the Form numbers checkbox to have QuickBooks add invoice numbers to your form. 
  5. If your business is VAT-registered, you cannot remove the VAT registration number field.
  1. Select the pencil icon ✎ to edit the Table section. 
  2. To have separate columns for item descriptions, quantities, and rates, check the Description, Quantity, and Rate checkboxes.
    • If you want to include the item description in the Activity column, select the Product/Service checkbox and then the Include description here checkbox.
    • Alternatively, you can select the Description checkbox and then include Quantity and Rate.
  3. To rearrange the columns, select and drag the grid icon to a new position on the list. 
  4. If you want to change the column name or size, select Edit labels and width.
    • Edit the text fields to change the column names.
    • Adjust the column width by moving the sliders.
  5. Select Show more activity options to edit the following: 
    • Group activity by: Allows you to group activities by Day, Week, Month, or Type.
    • Collapse activity rows: Combines rows with the same rate and description, excluding dates.
    • Show progress on line items (email only).
    • Show markup on billable expenses.
    • Show billable time: Provides two additional options when selected:
      1. Include employee name.
      2. Include hours and rate.
    • Show tax inclusive amounts: Displays the VAT-inclusive amount on print previews and invoices sent to customers.
  6. Show tax type indicators: Shows T, ST, and VAT indicators in the tax column when applicable.
  1. Select the pencil icon ✎ to edit the Footer section.
  2. Select the Discount checkbox if you want to offer a discount and display it on the form.
  3. You can personalise a message to your customer and add text to the footer of the form. Select the desired font size and/or placement by using the dropdown ▼ fields.

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Step 6. Add custom fields

Note: This feature is only available in QuickBooks Online Essentials, Plus, and Advanced.

  1. Select the Content tab. 
  2. Select the pencil icon ✎ to edit the header section.
  3. Select Manage custom fields. This takes you to the custom fields page.
  4. Select Add field.
  5. Give the custom field a name and select the data type. 
  6. Select Transaction as the category.
  7. Select Invoice.
  8. Turn on Print on form so it appears in your form's header.
  9. Select Save. The custom field will now show on the template.

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Step 7. Add a discount

QuickBooks automatically tracks the discounts you give by creating a Discounts given account in your chart of accounts. But first, let’s check if this setting is turned on.

Save and close your template. We'll come back to it shortly.

  1. Go to Settings ⚙ and select Account and settings.
  2. Select Sales.
  3. In the Sales form content section, select Edit ✎.
  4. Turn on the Discount setting.
  5. Select Save and then Done.

Now, go back to your invoice template and let's add the discount field.

  1. Go to Settings ⚙ and select Custom form styles.
  2. Select Invoices. If you want to edit an existing invoice, find the invoice from the list and select View/Edit from the dropdown arrow ▼ under the Action column. 
  3. Select the Content tab.
  4. Select the pencil icon ✎ to edit the footer section. 
  5. Select the Discount checkbox.

The invoice subtotal can include a discount field, which will only be visible to your customer if you add a discount to it.

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Step 8. Personalise the email

Elevate the customer experience by tailoring the email message they receive with their invoice. Include additional details, instructions, or a heartfelt thank you for a personalised touch.

  • Select the Emails tab. 
  • Select either Full details or Summarised details depending on how much information you want to show on the invoice.
  • If you’d like to include the complete pricing breakdown, select PDF attached.
  • You can edit the email your customer will get with each invoice, and reminder emails.

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Step 9. Preview the invoice

Before saving and closing, it's always a good idea to review everything to make sure the invoice is all good and looks exactly how you want it.

  1. Select the Email tab.
  2. Select Preview PDF. This will open a window showing a PDF version of the invoice your customer will see. 
  3. If you need to make any changes, close the window to go back and make the necessary changes.
  4. Once you’re happy with everything, select Done.

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Step 10. View all templates

  1. Go to Settings ⚙ and select Custom form styles.
  2. A list of all your saved templates shows.
  3. To create a customise a new form, select New style and then the appropriate form. Or, to customise an existing template, select Edit.

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Unfortunately, it's not possible to import your own custom invoice templates into QuickBooks Online. However, the good news is that you can still make your invoices unique by using the existing templates in QuickBooks Online and customising them to fit your needs.

The steps to customise may differ based on whether you are using the old or new invoicing experience. Find out which experience you have.

In QuickBooks, you can customise the following templates.

  • Invoices 
  • Estimates 
  • Sales receipts 

You can’t customise: 

  • Purchase orders
  • Payment receipts
  • Bills 

However, the ability to do so depends on the specific QuickBooks Online product you are using, as well as whether you are on the new or old customisation experience. Find out which experience you have.

To add your bank details at the bottom of your sales invoice, follow these steps:

  1. Select the Settings ⚙ icon, then select Custom form styles.
  2. Create a new style or edit your current form style.
  3. Select the Content tab, then select the footer section of the form.
  4. Enter your payment details in the Your payment details field.
    1. Enter your payment details in the Add footer text field.
  5. Select Done.

Here’s everything you need to know about uploading logos, including the rules for format and size. It also helps you fix any errors that might come up. 

Any changes you make to the date and number format will be applied to all future form styles.

  1. Go to Settings ⚙ and select Account and settings.
  2. Go to Advanced.
  3. Select the pencil icon ✎ in the Other preferences section. 
  4. Select the date or number format that you want to use.
  5. Select Save, then Done.

The Custom Transaction Numbers feature lets you set your own numbering preference. This adds the invoice number field to the invoice, where you can enter any number or letter format.

  1. Go to Settings ⚙ and select Account and settings.
  2. Select Sales, then select the Sales form content section.
  3. Turn on Custom transaction numbers.
  4. Select Save, and then Done.
  5. Open an invoice or any sales form. 
  6. Enter the custom number or letter sequence you want to use for your forms in the Invoice no. field.

Note: The sequence you set here applies to all sales forms.

Learn more about adding custom transaction numbers to sales forms.

You can’t add a new column, but you have the option to edit and rename an existing column when customising the template. Just follow these steps:

  1. Go to Settings ⚙ and select Custom form styles.
  2. Create a New style, or select an existing form you wish to edit.
  3. In the Content tab, select the table section of the template.
  4. Select EDIT LABELS AND WIDTHS.
  5. Enter the new name of the column in the field.
  6. Select Done.

Within the customisation template, there are a few places where you can include the PO number on an invoice.

In a custom field

  1. Open the invoice template.
  2. Select the Content tab.
  3. Select the pencil icon ✎ to edit the header section
  4. Select Manage custom fields and follow the steps to add a custom field to your invoice.

In the Message to a customer or Add payment details and footer field

  1. Open the invoice template.
  2. Select the Content tab.
  3. Select the pencil icon ✎ to edit the footer section
  4. Enter the PO number in either the Message to customer on or Add payment details and footer box.

Unfortunately, at this time it is not possible to add a photo in each product/service line in QuickBooks.
We are always looking for ways to improve our current experience, so we strongly recommend leaving feedback on this by signing in to your QuickBooks account, selecting the Gear icon, and then Feedback.

VAT rates are pulled directly from the VAT settings in QuickBooks. If it isn't showing on the invoice, make sure to check the following:

The reason this happens is because of the Letterhead settings. To check these settings, follow these steps:

  1. Go to Settings ⚙ and then select Custom form styles.
  2. Select Edit on the relevant template.
  3. Select the Design tab.
  4. Select When in doubt, print it out.
  5. Select Use letterhead paper if you need the information to show. 
  6. Select Done.

Only the primary admin, company admin and accountants have the ability to change or customise invoices in QuickBooks.

We're here to help
If you have questions about invoices or need help creating, customising or importing them, let us know. Sign in to QuickBooks start a discussion with a qualified QuickBooks Online expert in our community.

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