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Customize invoices, estimates, and sales receipts in QuickBooks Online

by Intuit•3215• Updated 4 days ago

Change what your customers see on sales forms you send them, such as invoices, estimates, and receipts. Highlight the details that matter to them, and hide the ones that don’t matter. Changes to these forms won’t change the way they look in QuickBooks Online.

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Let’s go over how to create an invoice. We’ll show you how to add customers, products and services to an invoice. And then how to save and send them. Let’s start by looking at the Customers List. Select Sales and select Customers. The Customers list keeps track of who you sell things to and provide services for. It also gives you the current balance for each of your customers. Use it to see what customers owe you, or sometimes, what you owe them. Let's create an invoice for an existing customer. Go to the Create icon and select Invoice. The first thing is to record the customer’s name. Notice that QuickBooks populates both the billing address and the email address for this customer. That’s because this info was already in the customers list. However, if you need to add a new customer you can do by selecting Add new. If you want to send to invoice to more than one address, use a comma between each one. You can CC or BCC an address too. QuickBooks also lets you add a Pay Now button to the invoice. That way customers can pay with a credit or debit card or a bank transfer. The Date should be the day you send the invoice. Or, if this transaction happened in the past, the date you issued the invoice. Terms sets the number of days a customer has to pay the invoice. You can add other things too. Go to the Gear icon to add things like Shipping and custom fields. In the Products and Services area, enter what you're charging the customer for. If you don’t find a product or service that looks right, select Add New to create a new one. If you set up the product or service ahead of time, you'll see the Sales Description and Price you entered earlier. You can also enter or change these while you create the invoice. Add as many products and services as you want. There are more options further down the form. You can enter a message to include on the invoice. You can also add a statement memo. A statement memo shows up as a note on your customer’s statement if you send them. You have several options for saving invoices. You can save the invoice and keep on working It. You can Save and Close, which saves the invoice and brings you back to whatever you were doing before. You can Save and Share a Link. This option saves the invoice and simply emails a link to the customer. When they select the link they’ll see the invoice. Save and send lets you write an email to your customer and will attach the invoice to the email. And you can use Save and New if you want to save the invoice and create another one. Let's select Save and Send. On the left you can see and change the subject and body of the email you’re sending. And on the right you see a preview of what your customer will receive. Select Send and Close to send the invoice. QuickBooks confirms that the email was sent to your customer. And you can see the customer’s balance has increased by the amount of the invoice. Now you’re ready to create your own invoices.

You can update and personalize 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 colors, font, and layout

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.

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.

Create a new sales form, such ‌as an invoice, estimate, or sales receipt. You can also open an existing sales form.
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 color scheme, or turn on payments on invoices, select ⚙ Manage.
To change the fields shown, select Customization. Turn each field you want to include on or off.
To change the appearance of your form shown, select Design. Select the template to use. If you are using a modernized template, select the font and color.
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).

Use custom templates

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

Create a new sales form.
Select ⚙ Manage.
Select the Design ▼ dropdown.
Select the template you want to use under Other templates.

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 , then Custom fields (Take me there), then select Add field or Edit.

Set a custom default template

Create a new sales form.
Select ⚙ Manage.
Select the Design ▼ dropdown.
Select Remove default from the Modernized template section. The default template will automatically be the standard template.
Select Add/Edit to edit the standard template.
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 modernized template.

Adjust column width and names for sales forms

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

Go to Settings , then Custom form styles.
Select New style, then pick a form, or select Edit on an existing template.
Select the Content tab.
On the visual preview, select the section of the form that shows a list of products.
Select Edit labels and widths.
Use the sliders to adjust column width.
Check each column you want to show.
(Optional) Change the name of each column.
When you're done, select Done.

Change your company logo and contact info without working on a form

Go to Settings , then select Account and settings.
To edit your company logo, select the pencil icon on the logo. Then select an image from your computer, and select Open to update the logo.
Select each field to update that company info as needed.
Select Done.

Add custom fields to your forms

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

Go to Settings , then Custom fields.
Select Add custom field. If you want to edit an existing custom field, next to it, select Edit.
Name the field and select a data type from the ▼ dropdown.
Select Transaction.
Check the box next to the forms you want to include the fields on and turn on Print on form.
Select Save.

Note: To add custom fields to sales forms while working on a sales form, select ⚙ Manage. Then select Customization ▼ dropdown. Next to Custom fields, select Manage.

Change your forms’ starting fields and settings

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

Go to Settings, then select Account and settings.
Select Sales.
Select Sales form content.
Select which fields you want to include, then select Save.
Select Products and services.
Turn Show Product/Service column on sales forms and Show SKU column on or off.
Select Done.