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Community Manager

Customizing invoices and other transaction forms in QuickBooks Online

QuickBooks Online gives you the option to customize the master template that you can use for all transaction types, and you can also customize your own standard template for specific transaction types (invoices, estimates, and sales receipts.)

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Before you begin, let’s quickly go through some examples of how forms customization in QuickBooks Online works.   Say you want the following options:

 

Red invoices, blue estimates, and purple purchase orders

 2018-04-25_8-43-54.jpg

You can change the Master template to be purple and then create custom templates for invoices and estimates since they are able to be customized.

Green purchase orders and blue statements

 2018-04-25_8-43-55.jpg

Both of these forms use the Master template, and neither of them is a transaction type that can be customized. 

Purchase orders don’t include your company contact information, but invoices should.

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You can remove your company’s contact information from the Master template and then create a new customized template for your invoices that does include the contact information. 

 

 

 

 

 

 

 

 

 

 

 

 

 

Remember that only invoices, estimates, and sales receipts can be customized separately from the Master template.

 

Customize your forms
To begin customizing your forms, just follow the steps below:
1. Select the Gear icon in the upper right corner, then choose Custom Form Styles.

2. To edit your Master template, simply click on the Edit link on the right hand side of the screen; if you want to customize a different form, click on the New Styles drop-down and choose the appropriate form (Invoice, Estimate, Sales Receipt) from the list.2018-04-20_12-42-22.jpg

 

3. Select a tab to start customizing your form template.  **Please see the detailed breakdown of customization options for each tab below.**

4. Once you are happy with your changes, simply click the green Done button in the lower right corner to save your form.

 

The new customized form will be listed on the Custom Form Styles page.

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Breakdown of options by tab


Design Tab
"Change up the template"/"Dive in with the template"

  • This option allows you to choose from various standard template styles.
  • While you can choose a template to edit, you can’t drag or rearrange boxes. If you are interested in creating your own template from scratch, please see our article on importing custom invoice templates into QuickBooks Online.

"Make logo edits"

  • You can upload, resize, relocate or even hide your logo here.

"Splash on some color"

  • Choose the main color for design items in your form. You can also enter HTML color hex codes to customize your color palette.

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"Get choose with your fonts"/"Select a different font"

  • Select a fone that fits your business and brand
  • Set the font to Arial Unicode MS to see multi-lingual characters such as Chinese2018-04-20_13-12-23.jpg

     

"Edit Print Settings"/"When in doubt, print it out"

  • This option allows you to adjust how your forms will print
  • If you want to use your own printed letterhead paper, check the box here to "Use letterhead paper" to hide your logo and company information from the top of your form

 

Content Tab

Items in the Content tab are able to be edited by clicking on the white pencil icon on the right side of the screen.  The three sections can be broken down into Header, Body, and Footer. 2018-04-20_10-59-42.jpg

 

Header

  • This is the topmost part of the form and you have the option here to customize which company information appears on the form, the title of the form and whether to use custom form numbers, and billing/shipping address information.  
  • You can also add up to 3 custom fields to this form that will appear in line with the shipping and tracking information.2018-04-20_13-29-36.jpg

     

Body

  • The middle section lets you edit and adjust your activity table – this includes the fields and the order you want them to show on your form including the account summary.  
  • You can adjust the width of the columns in the activity table here, simply click the words “Edit Labels and Widths” and then use the sliders to change the width of each column.  2018-04-20_11-34-35.jpg

     

  • You can rearrange the order of fields in the activity table by dragging and dropping the square icon immediately to the left of each field.  

    DragDrop.gif

     

     

  • If you don't see the fields you want to add, please see the steps below about adding or removing fields from the Invoice screen 

 

Footer

  • This bottom section is where you can add customized messages or notes to your clients.
  • You can also turn on/off the Discount and Deposit detail lines here. 

 

Emails Tab

This tab allows you to edit and customize the default email message that you want to send with each form type.   The options here include customizing greetings, and separate messages for standard emails and reminder emails.  

 

Payments Tab

This tab lets you choose the payment method(s) you want to appear on the invoices you send via email.   If you haven't finished setting up your Payments profile you will get a reminder here as payment options will appear in email but won't be functional until your payments profile is complete.  2018-04-20_13-45-41.jpg

 

To add or remove fields from the Invoice screen:

 1. Click on the Plus icon in the upper right of your screen and choose Invoice
2. Select the Gear icon on the Invoice screen
3. Check the box for any items that you want to appear on your invoice


4. When you are finished, click the X in the upper right corner to close and save your changes

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1 Comment
ProAdvisor

Re: Customizing invoices and other transaction forms in QuickBooks Online

Wonderful article!  I am still hoping for the day when we can customize forms like desktop but this really walks you thru the process.  Thank you!

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