How do I customize or change my invoice template in QuickBooks Online?

You can customize your QuickBooks Online invoice template from inside any invoice or from your settings — here's how to do both. 

Option 1: Edit while working on an invoice

Open a new or existing invoice, then select ⚙ Manage on the right side of the form. From there:

• Select Customization to turn fields on or off.
• Select Design to choose a template style, font, and color scheme.
• Select Edit company on the form to update your business name, address, or logo.

Changes you make here apply going forward and are visible when you select Print or download to preview.

Option 2: Create or edit a template in Custom Form Styles

1. Go to Settings ⚙, then select Custom form styles.
2. To create a new template, select New style, then select Invoice.
3. To edit an existing template, select Edit next to the one you want.
4. Use the Design tab to update the template name, logo, color, font, and layout.
5. Use the Content tab to adjust the header, body, and footer — including which columns display (quantity, rate, amount, etc.).
6. Select Done when finished.

How to set a default template

The modernized template is the default in QuickBooks Online. To switch your default to the standard template:

1. Open a new invoice and select ⚙ Manage.
2. Under Design, select Remove default from the modernized template section.
3. Select Add/Edit on the standard template, make any changes, and select Done.

Note: Only the standard template can be set as a default. Other custom templates can be selected per invoice using the Design dropdown under ⚙ Manage, but they won't apply automatically to every new invoice.

How to adjust column widths and names

1. Go to Settings ⚙, then select Custom form styles.
2. Select Edit on an existing template, then select the Content tab.
3. On the visual preview, select the section of the form that shows a list of products.
4. Select Edit labels and widths.
5. Use sliders to adjust column widths, check which columns to show, and rename them as needed.
6. Select Done.
   

How to add custom fields to your invoice

1. Go to Settings ⚙, then Custom fields.
2. Select Add custom field. If you want to edit an existing custom field, next to it, select Edit.
3. Name the field and select a data type from the ▼ dropdown.
4. Select Transaction, then check the box next to Invoice and turn on Print on form.
5. Select Save.

How to update your logo and company info

1. Go to Settings ⚙, then select Account and settings.
2. 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.
3. Select each field to update that company info as needed. Then select Done. 

Note: Changes to your company info affect all future invoices and estimates, and update your customer information across QuickBooks.

A few important things to know

• Message to customer is shared across all templates. This field pulls from your company-level message settings, so updating it in one template updates all of them. Different messages per template aren't currently supported.
• Mobile app: For the best experience managing invoice templates, use QuickBooks Online on a web browser. Template customization options in the mobile app are limited.
• Don't see the Edit option? If you only see Delete and Rename, your user account may not have full Company Settings permissions. Ask your QuickBooks admin to update your user role.

Helpful resources:

• Customize invoices, estimates, and sales receipts in QuickBooks Online
• Add, customize, or remove logos on sales forms

Got more questions about invoice templates? Drop a reply below, we're happy to help.