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Customize invoices, estimates, and sales receipts in QuickBooks Online

SOLVEDby QuickBooksQuickBooks Online2124Updated 5 days ago

Learn how to personalize and add specific info to your 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 and only add the info that matters most to your business. Here's how to customize sales forms in QuickBooks Online.

QuickBooks estimates and invoices are improving! Your workflow for estimates and invoices will look different depending on whether you have the old or the new version of estimates and invoices.

Learn more about the new estimates and invoices.

To see which version of estimates and invoices you have: 

  1. Select + New
  2. Select Invoice or Estimate
  3. At the top left of the form, if you see “New” by the form title, then you’re currently using the new version.

Customize the look and info on your forms

Customization steps are slightly different depending on whether you have the new or old version of estimates and invoices.

Create customized templates for your invoices, estimates, and sales receipts. You can also save multiple templates for each type, choose a default, or switch between them.

Here’s how to customize your sales forms.

Step 1: Create a new template

  1. Go to Settings ⚙ and then select Custom Form Styles.
  2. Select New Style.
  3. Select the type of form you’d like to create a template for.

Step 2: Customize the appearance

Let's start with the layout and the design. As you make changes, you'll see a preview of the changes in the template.

  1. Select the Design tab.
  2. Give your template a name.
  3. Select Change up the 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 must use the Airy new design.
  4. Select Make logo edits to adjust or hide your logo.
    • To change the logo, select the (+) plus icon on the image. Select one of your saved logos or add a new one. Note: You can save multiple logos but you can only use one at a time.
    • To adjust to logo size and placement, select the size and placement icons.
    • To hide the logo, select Hide logo.
  5. Select Try other colors to 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. Choose Select a different font to change the font and size.
  7. Select Edit print settings to adjust the margins. This is important if you send printed forms to your customers.

Step 3: Customize the info on your forms

There’s several options for customizing the details of your forms. We won't cover them all, but here’s how to get started and a few tips for each section of the form:

  1. Select the Content tab.
  2. Select the header, table, or footer on the sample form to start editing that section. You’ll edit each section separately. 
  3. Select the checkmarks next to the fields you want to display on your form. Then select a different section (header, table, or footer) on the sample form to customize it.
  4. Whenever you're ready to save your changes, select Done.

Learn more about some customization options for the header, table, and footer:

Select the header section to customize what displays. Here's some things to keep in mind as you customize the header:

  • When you select a checkbox, a preview displays on the sample form. 
  • Your company info automatically appears in sales form headers. Use the check boxes to add or remove what your customers see. You can also update the text fields to edit what displays.
  • Check the Form numbers checkbox to have QuickBooks add invoice or estimate numbers to your form. 
  • You can add custom fields to your form. Here’s how. Note: If you have QuickBooks Online Advanced, your steps to add custom fields are different. 
    1. Select the header section.
    2. Select + Custom field.
    3. Enter a Custom name for the field and select the checkbox to display it on your form. Note: You can add up to three custom fields.

Select the table section to customize it. Here’s some things to keep in mind as you customize the table:

  • When you select a checkbox, a preview displays on the sample form. 
  • You can choose how you want to display your description, quantities, and rates: 
    • To display separate columns for item descriptions, quantities, and rates select the Description, Quantity, and Rate checkboxes.
    • Or keep things in a single column by selecting the Product/Service checkbox and then the Include description here checkbox. 
    • Or select the Description checkbox and then Include Quantity and Rate
  • To reorder the columns, drag each item's grid icon to a new place on the list. 
  • To change the column name or size. Then select Edit labels and widths.
    • Change the column names by editing the text fields.
    • Adjust the width by moving the sliders.

Select the footer section to customize what displays on your footer. Here are things to keep in mind as you customize the footer:

  • When you select a checkbox, a preview displays on the sample form. 
  • Select the Discount checkbox if you offer a discount and want it to display on the form.
  • You can customize a message to your customer and add text to the footer of the form. Just fill out the message and footer fields. Then choose the font size and/or placement with the dropdown ▼ fields.

Step 4: Personalize your email message

Make things personal by changing the message customers see when they get their estimate, invoice, or sales receipt. If you want to use QuickBooks default messaging, you can skip this.

  1. Select the Emails tab. 
  2. Choose if you want to display details or a summary by selecting Full details or Summarized details
  3. If you’d like to attach a PDF with a full pricing breakdown, select the PDF Attached checkbox. 
  4. Change the subject line, greeting, and message body by entering your customized text. Note: QuickBooks doesn't show shortened URLs when you send emails to customers.

Step 5: Turn on online payments for invoices

By default, invoices aren't set up for digital payments. To get paid faster, set up QuickBooks Payments so your customers can pay their invoices online. Note: Payment processing is an add-on service.

  1. Select + New.
  2. Select Invoice.
  3. In the Online Payments section, select Get set up.
  4. Fill out your info and select Activate Payments.
  5. After you sign up, go back to the invoice. Select and check the payment options you want to make available like cards or a bank transfer.

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 different 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.
  4. Select Save and close.

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 change the default custom template:

  1. Go to Settings ⚙ and then select Custom Form Styles.
  2. Find your template.
  3. Select the dropdown ▼ in the Action column.
  4. Select Make default. You'll see (default) displayed by the default template name.

Step 8: Edit custom 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.
  4. Make any edits. Then select Done.

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

Keep in mind that any customizations or logo updates you make on your invoices or estimates will apply to all existing and future invoices and estimates. And any edits to your company info will update your company info everywhere in QuickBooks.

Note: Sales receipts can’t be customized.

Here’s how to customize invoices:

  1. Select the Invoicing or Sales menu. Then select the Invoices or Estimates tab.
  2. Select Create invoice or Create estimate to create a new form. Or to edit an existing form, select an invoice or estimate from the list and select Edit.
  3. To update your company info, select Edit Company. 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 color scheme, or turn on payments on invoices, select Manage ⚙.
  6. Select a section like Invoice settings, Payment settings, or Deposits.
  7. Select the dropdown ▼ for each section to see customization options. 
  8. Choose what info displays on your form by turning the switches on or off. Note: As you make changes, a preview displays on the form. 
  9. When you're finished customizing, select Save.

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