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Customize invoices, estimates, and sales receipts in QuickBooks Online

Learn how to personalize and add specific info to sales forms.

QuickBooks Online gives you the tools to create attractive, professional-looking invoices, estimates, and sales receipts.

Customizing 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 customize sales forms in QuickBooks Online.

Customize the appearance and info on sales forms

Customization steps are slightly different for different levels of QuickBooks Online. Follow the steps for your version.

You can create specific templates for your invoices, estimates, and sales receipts. And you can also have multiple templates for each type.

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.

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 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.
  5. Select and pick a color scheme. You can enter a HEX code (the six-digit combination of numbers and letters for a color) for a truly custom color.
  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.

Your company logo QuickBooks automatically appears on sales forms. You can save multiple logos but use only one at a time. Learn more about adding and customizing logos.

Step 3: Customize 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 customization 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 checkmark to add or remove it from the template.
  1. Select the table section.
  2. Select Edit labels and widths.
  3. Select a data field.
  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.

  1. In the header section, select Manage custom fields.
  2. In Custom fields, select Add field.
  3. Enter the name of field, and select All sale forms.
  4. Enable Print on form so it appears in your form's header.
  5. Select Save.

Note: You can add up to three custom fields for sales forms.

  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.

Step 4: Personalize 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 customize reminder emails. Note: QuickBooks doesn't show shortened URLs when you send emails to customers.

Step 5: Turn on online payments for invoices

If you want to get paid faster, let your customers pay their invoices online.
By default, invoices aren't set up for digital payments. You need to turn on QuickBooks Payments. Note: Payment processing is an add-on service.:

  1. Select + New.
  2. Select Invoice or Send Invoice.
  3. In the Online Payments section, select Finish setup.
  4. After you sign up, go back to the invoice. Select and check the payment options you want to make available.

Learn more about QuickBooks Payments.

Step 6: 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 Customize in the footer.
  3. Select a custom template from the list.

Step 7: 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 8: 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.

In QuickBooks Simple Start, you can have one invoice template at a time. You can customize invoices, but not other types of sales forms. All the tools you need to customize invoices are on the form itself:

  1. Create or open an invoice.
  2. Select Settings ⚙ on the Invoice form.
  3. On the Choose what you use panel, select Change what your customers see panel, decide what company info you want customers to see. You can select company info from the Content section.
  4. When you're done customizing, select Done.

Customize the details

You can add fields, change the color scheme, and enable payments on invoices. Here are just a few things you can do:

    1. Create or open an invoice.
    2. Select Settings ⚙ on the Invoice form. On the Choose what you use panel, select Change what your customers see to decide what company info you want your customers to see.
    3. Select the Content section.
    4. Under Forms, select the Form numbers.
    5. Under Display, select or clear Terms, Shipping, or Due Date checkboxes to add or remove these fields in the form.
      Important: Sales tax isn't turned on by default. If you need to collect sales tax and haven't set it up yet, select Activate. Here are detailed steps for how to set up sales tax.

    6. Select the Design section to change the colors, font, and logo. Tip: You can enter a hex code in the Color field if you want a truly customized color.
    7. Select the Email section. Personalize the message your customers see when they receive their invoice.
    8. If you've set up QuickBooks payments, select the Payments section to turn on payment options for your customers.

When you're done customizing, select Done to close the customization window. Then finish your invoice.

If you decide you need more customization options or need features like deposits and discounts, the simplified template may not be for you.
To go back to the old invoice format, open an invoice, and select Classic View. Important: This switch is permanent. Once you switch back to Classic View, you can't use the simplified format anymore.

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