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Level 1

Invoice Formatting/Preview

Hi there,


I'm hoping someone can help me before i cancel Quickbooks all together. I only signed up a couple of days ago to try and streamline my admin etc. but i have literally hit a hurdle at the first attempt at doing something and its unbearably frustrating trying to find any sense or advice online.


The first and main thing i need quick books for is INVOICING which at first glance is pretty basic and clunky. Hopwever, my needs aren't overly complicated so it should be okay. 


My problem is the template and pdf preview are so far apart in terms of style and look that it's a complete non starter. There's literally no formatting replicated in the preview and it looks like something you'd create in GCSE business studies. I have tried everything but it looks awful, and doesn't provide the correct information.


Does anyone have any idea why the preview is such a shambles when the template is perfect?

QuickBooks Team

Invoice Formatting/Preview

Thanks for dropping by the Community, @rocketdecorating.


It's sad to know that you are planning to cancel your QuickBooks account. I'll be here to help clarify things for you. 


It could be that the template is not the same as the one you use in creating an invoice. Once you a certain template, it's the same data, information, and style in your pdf preview. Please see the screenshot below. 




For more information on how to use the customization feature for sales forms in QuickBooks Online, feel free to view this article: Customise invoices, estimates, and sales receipts in QuickBooks Online.


I'd appreciate it as well if you can add a screenshot of your template and preview PDF. This way, I can have an overview of what is happening on your end and provide an additional fix to resolve this.


For future use, if you're a project-based business, you can create progress invoices to request partial payments during a project.


Know that you're always welcome to get back in here anytime. I'll be looking forward to your response. Have a great day ahead.

Level 1

Invoice Formatting/Preview

Hi there,


Thanks for getting back to me, i had hoped to use the online message service but it looks like that isn't working either...


I'm not sure i fully understand your response, forgive me if i'm being a bit slow.


So i chose the 'fresh' template and it looks great. The fonts, spacing, information all looks fine, so i further customized it to include the fields and information i require. I then go to preview the pdf and it looks vastly different as you can hopefully see in both images attached.


The first image is the template that i like and that i have edited. 

Screenshot 2021-02-17 at 19.48.53.png


But the preview is ugly, spacing is off, information is missing (like subtotal etc.):

Screenshot 2021-02-17 at 19.50.20.png

Am i being really picky but does the second one not look awful compared to the first version?!



QuickBooks Team

Invoice Formatting/Preview

Hi there,  infomratorocketdecorating.

I appreciate for adding screenshots of your concern. This gives a clearer picture of what happened to the invoice template.

The logo weight, size, alignment issue shown in the preview is already reported to our engineers. They’re working to resolve this unexpected behavior as soon as possible.

We’ll have to make sure you’re in the loop on the progress of the investigation. The process requires us to gather some information to add your company to the list of affected users.

For security reasons, I recommend reaching out to our QBO Care Team. They can help you sign up to the notification list in a secure space. You’ll be notified via email once there are updates about the issue.


  1. Go to the Help icon at the top to select the Contact Us link.
  2. This will open another window where you can enter the issue/topic.
  3. Once done, click on the Let’s talk button to view the support information.
  4. Choose how you want to contact our QBO Care Team: Start a chat or Call us.


For future reference, this article outlines the complete instructions on how to personalize the layout on your sales templates: Add, customise, or remove logos on sales forms.

Thanks for your patience while we’re working on this. Reach out to the Community if you need help when working in QBO. I’m always ready to lend a helping hand.

Level 1

Invoice Formatting/Preview

I'm having this exact same issue, so seems like they haven't come up with a fix over the past year..


The way things are going now I wouldn't dream of sending an invoice generated on quickbooks to one of my clients.. I work in a creative field, and the way the templates have been generating for me are.. well... disgusting.. 


In the customization window, things look acceptable– not great, but acceptable. However once I navigate to preview the invoice I spent time inputting info into it looks absolutely absurd. The fonts are completely different, sizing is different, spacing is different. Was hoping I could use QB because in theory its a great tool, but in practice it's ended up just being cumbersome and inefficient. The amount of time i've spent trying to troubleshoot this makes me feel like i'd be better off just doing things the way I have been. 

Level 1

Invoice Formatting/Preview

Same issue here. I cannot make this invoice look nice at all. In the preview function it's acceptable at least, but once it's printed it looks like something formatted for grade school kids. What the heck QB? I keep testing QB Online to see if it's worth switching from the desktop version, but QB online leaves so much to be desired right now. Aside from forms customization, the lack of multiple windows open, or the fact that when I want to do a payroll check that has job costs on it I have to enter the timesheets FIRST and then do payroll.... in the desktop version I can enter the job information right on the paycheck I'm working on. Siiiiiiigh.

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