QuickBooksHelpIntuit

Customise invoices, estimates, and sales receipts in QuickBooks

by Intuit•321• Updated 4 days ago

Learn how to personalise and add specific info to your sales forms.

QuickBooks lets you create personalised and professional-looking invoices, estimates, and sales receipts.

Change how your sales forms look to improve your business communications. Decide what your customers see, and hide info that doesn’t matter to them or your business.

Note: This article is for customers using QuickBooks Online (Advanced, Essentials, Plus, and Simple Start) and Sole Trader.

Simplify getting paid with QuickBooks Payments. Accept any kind of payment and automatically match payment transactions for more efficient bookkeeping.

Change the look and info on your forms

You can update and personalise your forms as you’re creating them.

Things you can change include:

The fields that display on your forms
The contents of a form’s tables
Your company logo and contact info
The colours, font, and template layout of your forms

Note: 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.

Customise invoices, estimates, and sales receipts

Open a new or existing invoice, estimate, or sales receipt.
To update your company info, select Edit company on the form. Make changes as needed, and then select Save.
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.
To add or remove fields, change the colour scheme, or turn on payments on invoices, select Manage.
Select the dropdown ▼ for each section to see customisation options.
Make whatever changes you wish to make to your form, payment options, or scheduling. The form preview updates as you make changes.
Select Print or download to see what your form currently looks like.
Select Save.

Customise invoices and estimates for QuickBooks Online

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.

Customise invoices and estimates with new layout

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.

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.
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.
To update your company info, select Edit company on the form. Make changes as needed, and then select Save.
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.
To add or remove fields, change the colour scheme, or turn on payments on invoices, select Manage ⚙, if not selected already.
Select the dropdown ▼ for each section to see customisation options.
Choose what info displays on your form by turning the switches on or off. The form preview updates as you make changes.
Select Payment options or Discounts and Fees to customise payment options, or turn them off.
Note: Payment processing is an add-on service.
Optionally, in case of invoices, select Automation to set up a Recurring invoice.
Note: This option takes you to the recurring invoice form.
When you're finished customising, select Save.

Frequently asked questions

Can I import my own custom template?

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.

What sales forms can I customise in Quickbooks Online?

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.

How do I add my bank details on every sales invoice I create?

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

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

What should I do if I get an error message while adding my logo to the template?

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.

How do I change the date or number format?

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

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

How can I change the sales invoice sequence?

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.

Go to Settings ⚙ and select Account and settings.
Select Sales, then select the Sales form content section.
Turn on Custom transaction numbers.
Select Save, and then Done.
Open an invoice or any sales form.
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.

How can I add a column to the invoice template?

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:

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

How do I add customer's PO number to their invoice?

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

In a custom field

Open the invoice template.
Select the Content tab.
Select the pencil icon ✎ to edit the header section
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

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

Can I add a photo in each product/service line?

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.

Why is the VAT rate not showing on my invoice?

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:

VAT is enabled in settings
The VAT box in the tables section of the contents tab is selected.

Why is Business name, address and other details not showing on my invoice?

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

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

Who can customise invoices?

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

Customise invoices and estimates for QuickBooks Sole Trader

To customise invoices:
1. Go to Get paid and select Invoices.
2. Find the invoice from the list and select View/Edit in the Action column.
To customise estimates:
1. Go to Customers and goals and select Customers.
2. Select a customer, then find an estimate from the list and select View/Edit in the Action column.
To update your company info, select Edit company on the form. Make changes as needed, and then select Save.
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.
To add or remove fields, change the colour scheme, or turn on payments on invoices, select Manage.
Select the dropdown ▼ for each section to see customisation options.
Make whatever changes you wish to make to your form, payment options, or scheduling. The form preview updates as you make changes.
Select Print or download to see what your form currently looks like.
Select Save.