I created a custom sales receipt but I do not see how to select that template when creating a new receipt. How do I choose the template?

The template is only for print, the screen layout does not change.

With the sales receipt on screen use the more menu/link at the bottom to select the template desired

Rustler, thank you for your swift input! I found the More menu but in it I only have: copy, void, delete, transaction journal and audit history. Should I see a select template option? Could this have to do with my permissions?

I do not see a custom button at the bottom of the sales receipt input screen.

Hello @mckeever-fab-gma,

You have another option to select your custom template as your default form used for a sales receipt. Let me show you how.

To start with, changing the template within the sales receipt can be done under Customize then, putting a checkmark on your created custom template.

But if you don't have the option to do so, follow the steps below to choose your default template:

1. Go to the Gear icon.
2. Under YOUR COMPANY, select Custom form styles.
3. Select your created custom sales receipt template.
4. On the ACTION column, select the Edit menu.
5. Click Make default.

On top of that, I've also included this reference for a compilation of articles you can read while working with us: Sales and Customer for QuickBooks Online.

If there's anything else that I can help you with, please let me know in the comments below. I'll be here to lend a hand.

Thank you but I do not wish to make it a default. I need two receipts that will be used frequently, one for donations and one for regular sales. If I make one a default the person doing the data entry would need to follow the steps you outlined each time they wanted to switch between templates, yes? I was hoping for a toggle on the receipt input screen. I don't even know if this user will have access to change the default. I want to keep that person in a narrow lane.

Allow me to chime in and share information on how to use the sales receipt template you need, mckeever-fab-gma.

You can select which one to use for the donation and regular sales. On the Sales Receipt page, simply click the Customize option, then choose the template.

For other users, make sure they have the right access to change the template. Check out this link to learn about user roles: User roles and access rights in QuickBooks Online.

Stay in touch with me if there's anything else you need aside from customizing sales forms in QuickBooks. I'll be around to help you.

I don't have the customize button and I have accountant access. I am able to create new accounts in the chart of accounts, setup new customers, categorize bank transactions. Record journals. All things that make me think I should have access. When I created the template QB said I didn't have access to do that, but it still saved the changes and I can use that template if I set it as the default. Very perplexing. If it is an access issue, I would appreciate a step by step instruction on how to change that so I can send it to the company owner. Thanks!

Yes, this can be an access issue, mckeever-fab-gma.

You're maybe added as a regular accountant on QuickBooks. That's why your access is limited. 

You need to be a master admin of the account so you can change the template when creating sales receipts. To do this, I suggest contacting your client and let them change your role.

Once you're assigned as the new master admin, you can also use the accountant tools and features in QuickBooks.

Keep me posted if you have follow-up questions by clicking the Reply button. I always have your back.

This thread has been very helpful!  (I'm a new convert from QB Desktop to QBO)

However, I'm stumped on a couple of things.  First, thanks to this thread, I was able to set my customized receipt to the default, but it doesn't quite match what I created!  There's a paragraph I added  that shows in the template, but is completely omitted when I use it for a customer receipt (I've sent test receipts to myself to see what the final outcome would be).

Also, is it possible to delete the "Balance Due" line?  Since I am creating a donation receipt template, there will never be a balance due, and it looks completely out of place on a donation receipt!  I can't find an option to eliminate that line.

Assisting you with your concerns is my top priority, @OCEAN Bookkeeper. I’ll address your queries one by one about customizing the sales receipt form in QuickBooks Online (QBO).

Adding paragraphs on forms can be done by customizing form styles in your company file. To get things verified, let’s check your template to see if the messages are added to the correct section. Let me walk you through:

1. Go to the Gear icon and select Custom Form Styles.
2. Select the template you’re using.
3. Tap Edit under the Action column.
4. Navigate to the Content tab and hit the Footer section of the form.
5. From there, please see if the paragraph you’re referring to is in the Add footer text section. You can also add this to the Message to customer on section, however, this will apply to all sales forms except estimates.
6. Once verified, click Done.

If the message is still unavailable when utilizing and printing your sales receipts, I recommend performing troubleshooting measures to fix frequent issues in using the application. You can perform the steps above within a private browser. 

After that, you can give your browser a fresh start by clearing the cache or cookies. If not, using one of the supported browsers can also be a smart choice.

Another way around this is to add your text on the Message displayed on sales receipt or the Message displayed on statement section upon creation of the transaction.

On the other hand, there’s no option to get rid of the Balance Due line on the form. While considering this option to be included in the application’s future enhancements, I recommend sending this suggestion to our product development team:

1. Go to the Gear icon.
2. Select Feedback.
3. Enter a brief description of your product suggestion.
4. Click Next to submit feedback.

Moreover, you can utilize various financial reports to get a snapshot of your business's financial growth. I also added a resource where you can refer to the complete guidelines for customizing it:

• Run reports in QuickBooks Online
• Customize reports in QuickBooks Online

I'll keep this thread open if you have other questions regarding custom forms or relevant QBO matters. I am always available to help. 

Thank you so much for your help!  I do wish there were more options for customizing the receipt.  I can't make it look very attractive, and I'd love to eliminate some items that are irrelevant and thus look really weird on the receipt, so I'll make those suggestions where you suggested.

Thanks again!

Thank you also for your message, @OCEAN Bookkeeper.
 

Having a wider range of options for customizing receipts can indeed help businesses tailor their receipts to their specific needs and improve the overall visual appeal of the receipt. This can leave a lasting impression on your clients and contribute to a more personalized customer experience.

You're always welcome here in the QuickBooks Community should you have more questions about what QuickBooks Online offers when it comes to customizing transactions and reports. Keep safe.

We’re having a related issue. We customized our Sales Receipts template and made it the default.

But when we Receive Payment and hit Save & Send - the receipt that it sends isn’t the template we made and lacks information.

How to set up Receive Payments to send the correct Receipt template? 

I appreciate you joining the thread, Mmm16sf. I'll share insights about creating custom templates in QuickBooks.

The option to customize templates is available for sales forms such as invoices, sales receipts, and estimates. That said, receive payments do not have customizable templates in QBO.

On the other hand, can you share the receipt template that is missing information when the Save and Send button is clicked when receiving payments? This way, I can gather the necessary details and make the required adjustments to ensure that the template displays the correct information.

Also, you'll want to make sure that the template you have created is selected as the default option in Custom Form Styles. This will ensure that the sales receipt template you use is accurate for your customers.

Here's how:

1.  Go to the Gear ⚙ 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.

You may also review the sales receipt that you have used before creating the transaction. Simply click the Customize button and the default sales receipt will be displayed with a checkmark beside it.

For more details about customizing your sales forms: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Additionally, I'll be sharing these resources that will guide you in processing your payments and creating your scheduled sales receipts in QuickBooks:

• Record invoice payments in QuickBooks Online
• Take and process payments in QuickBooks Online with QuickBooks Payments
• Set up a recurring sales receipt in QuickBooks Online

If you have any additional questions regarding your custom template, please do let me know. I would be more than happy to assist you in any way possible. Take care and have a great day.

Thanks for your reply.  This is what we do now,  but the receipt that is attached to the Received Payments email isn’t the Sales Receipt that we set as default. Are you saying that there is no way to customize the attached pdf when we receive payment? Customers are complaining because all it has is an invoice number & amount and they want more details.

I understand the importance of customizing the sales receipt, @Mmm16sf. Let me chime into this matter. 

As my colleague mentioned above, customizing receipt templates is currently unavailable in QuickBooks Online. However, you can send a feature request to our Product Developer team to add this to the future updates of the program. 

To send a request, you can follow the steps below as your reference:

1. Click on the Gear icon.
2. Under the Profile column, select Feedback.
3. Type in your comments or product suggestions in the box.
4. Select Next to submit.

Furthermore, you can track the feature requests through the QuickBooks Online Feature Requests website.

Meanwhile, if you want to send the complete transaction details to your customer, I have another option for you to follow, which is to send a paid invoice personally to your customer's email address. 

Here's how:

1. Click on the Customers & leads, then select Customers.
2. Select the customer you want to send the invoice.
3. Locate the paid transaction, then click Edit.
4. Click the Print and Download, then select the Save icon to download the file. 

You can also create and send statements to show customers summaries of their invoices, payments, credits, and balances.

Additionally, you can check this link to generate a sales report: Use reports to see your sales and inventory status. 

Don't hesitate to reach back if you need further assistance with sending receipts or any QuickBooks-related inquiries. The Community to help you and provide the support that you need. Have a great day!