Custom form styles not same design when creating estimates and invoices

I'll make sure you'll be able to use the correct template when creating invoices or estimates in QuickBooks Online (QBO). 

We can check if we are using the correct template by going to the Customize section at the bottom of the invoice. I've added screenshots for your reference:

Also, we can use the customized form by making it a default template to represent all your forms. Here's how:

1. From the Gear icon, select Custom form styles.
2. Find the template and click the Edit drop-down.
3. Select Make default.

Additionally, I've attached the article that can guide you with the customization according to your preference: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Keep your post coming if you have clarification or additional information about custom form styles in QBO. I'm always here to help. Have a great day. 

This is great advice, but I should have said I am using quickbooks online, so my invoice and estimate forms do not look like the ones you shared in your reply. I will go through and try to find the same options, but if you have a different method for the online version please post again, I am sorry.

I included a picture of what shows when I create an estimate. You can see I have QUOTE checked as the design template, but what is showing is not the same as the QUOTE custom form I created, neither the design nor content. Any help is appreciated, thank you.

Thanks for sharing a screenshot in your response, TacoBoutPins.

The steps outlined in the previous response pertain to QuickBooks Online. However, it appears that you are using the updated version of estimates, which is why the screenshot differs from your interface.

Regarding the issue of the template not being correctly applied, it's possible that excessive cache and other browser-related issues may be causing this problem. I'll provide troubleshooting instructions that can help resolve similar issues of improper functionality or errors when using certain QuickBooks Online (QBO) features.

To begin, log in to your account in an incognito or private browsing session. This ensures that your browser doesn't retain outdated data from previous sessions.

Here are some steps you can follow:

1. Open your browser and click on the three dots in the upper-right corner.
2. Select "New Incognito Window" or "New Private Window" from the dropdown menu.
3. Log in to your QBO account in the new window.

Alternatively, you can switch to other browsers and log in to your account using them. Google Chrome, Mozilla Firefox, Safari, and Microsoft Edge are all compatible with QBO. 

After that, create an estimate and check if the correct template is being used. Then, return to your original browser and perform a cache clearing. For guidance, please refer to the following article: Clear Cache and Cookies to Fix Issues When Using QuickBooks Online.

To share more resources when customizing sales forms, I'll give these articles as well: 

• Add Custom Fields to Sales Forms and Purchase Orders in QuickBooks Online 
• Add Custom Transaction Numbers to Sales Forms in QuickBooks Online 

Don't hesitate to reply back to this thread to share more updates and follow-up questions. We're always here to make sure that everything is working as intended.

Thank you. I followed your instructions, even restarted my computer, tried in multiple browsers and all still show the same as my earlier screenshot. Is there something else I am missing? 

Thank you for the prompt reply, TacoBoutPins. We know that this has become a challenge on your end. Moreover, we appreciate you for performing the steps my colleague provided. Let me help you clear things up so we can use the customized forms you created for your estimate and invoice.

When we create an estimate or invoice transaction the template we created will not automatically show in the Edit section. For us to view it, we'll need to go to PDF view, then click Print and download. Let's just ensure you select the template you created by going to the Manage tab, then Other templates.

After that, you can utilize these articles for future use:

• Customize invoices, estimates, and sales receipts in QuickBooks Online.
• Convert an estimate into an invoice in QuickBooks Online.

Let me know how it goes. We want to ensure that your estimate transaction form will be sent correctly to your customers by replying to this post. Keep safe, and have a good day.

This is great, thank you. I followed the Print and Download instructions you gave when viewing the pdf, and you are correct it opens to show my custom form, thank you. However, when I email this to the recipient (I entered myself as the recipient to test) and click through the link to open it, when I click the View Estimate button on the right of my attached screen shot, it opens to show the old layout without the design and content fields created in the custom form. Can you assist in having the custom form shown when my client views this online?

Hi TacoBoutPins,

I appreciate you keeping in touch with us here in the Community space. Allow me to chime in and help you further with your estimates in QuickBooks Online.

I can see you're using the new layout for the estimates. Since your logo shows when downloading the PDF, let's configure your template.

Make sure to enable the option to include a PDF copy when emailing the estimate. This way, we can include the logo from the transaction.

Here's how:

1. Click the Gear icon in the upper-right corner.
2. Select Custom form styles below Your Company.
3. Find the template.
4. Click Edit.
5. Go to the Emails tab.
6. Choose Full details.
7. Put a checkmark on the box beside PDF Attached.
8. Hit Done.
9. Open the estimate.
10. Make sure to select the correct template and email the transaction again.

If the problem persists, proceed with contacting our QuickBooks Support Team. They can further check the issue with the logo using the new layout of QuickBooks.

Our support for Plus, Essentials, Simple Start is available from 6 AM - 6 PM PT (Monday - Friday) and 6 AM - 3 PM PT (Saturday). For Advanced, any time, any day.

Here's how you can reach them:

1. Click the Help tab in the upper-right corner.
2. Go to the Assistant tab.
3. Click Get help from a human.
4. Choose Chat with us or Have us call you.

Also, note there are features currently unavailable in the new experience. For more information, I recommend checking out this link: See what’s new with estimates and invoices in QuickBooks Online.

Let us know if you need more assistance showing the logo on your estimates. We'll be around to lend a hand. Please take care.

I have similar problem - the template I see on my monitor and the print out I get are not the same. My company address on the printed version is almost double spaced along with the customer address, and the content service description is .90 spaced yet what I see on the screen is what I want. So frustrating. Worked with a Quickbooks technician for 2 hours yesterday with no resolve.

Hello there, Snow!

I understand the importance of printing your sales forms using your desired template and spacing. Don't worry I'm here to help you out.

Before you print your invoices and estimates, it's important to review your printer settings to ensure that you achieve the desired spacing. To do this, make sure that the template is correct on the Print or Preview page in QBO, as this will be the basis for how your invoice will be printed.

Moreover, I'm adding this article as your reference in converting your estimate to an invoice in QBO: Convert an estimate into an invoice in QuickBooks Online.

Return to this post if you have other concerns about printing your invoices and estimates in QuickBooks Online. The Community is always here to help.