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Customise invoices, quotes, and sales receipts in QuickBooks Online

Learn how to personalise and add specific info to sales forms.

QuickBooks Online gives you the tools to create attractive, professional-looking invoices, quotes, and sales receipts.

Customising 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 - add the info that matters most to your business. Once you create your masterpiece, save it as a template so you can use it any time. Here's how to customise sales forms in QuickBooks Online.

Customise the appearance and info on sales forms

Customisation steps are slightly different for different levels of QuickBooks Online. Follow the steps for your version.

You can create separate templates for your invoices, quotes, and sales receipts. And you can also have multiple templates for each type.

Step 1: Start a new template

  1. Go to Settings ⚙ and then select Custom Form Styles.
  2. Select New Style.
  3. Select a sales form type.

Step 2: Choose the overall appearance

Let's start with the layout. You'll see a preview of changes as you make them.

  1. Select the Design tab.
  2. Give your template a name.
  3. Select Dive in with a template to choose a layout. These layouts are fixed. We recommend the Airy new. Note: If you plan to use SKUs or create progress invoices, you need to use Airy new.
  4. Select Make logo edits to upload a new logo.
  5. Select Splash on some colour and pick a colour scheme. You can enter a hex code for a truly custom colour.
  6. Select Get choosy with your font to change the font and size.
  7. Select When in doubt, print it out to adjust the margins. This is important if you send printed forms to your customers.
Your company logo QuickBooks automatically appears on sales forms. You can save multiple logos, but use only one at a time. Learn more about adding and customising logos.

Step 3: Customise the info on your forms

Go to the Content tab to start fine tuning the details. Forms have three sections: header, table, and footer. Select a section on the sample form to start editing. Edit each section separately. Whenever you're ready to save your changes, select Done.

You have many customisation options. We won't cover them all, but here are a few highlights:

  1. Select one of the sections (header, table, or footer).
  2. Select a data field tick to add or remove it from the template.
  1. Select the table section.
  2. Select Edit labels and widths.
  3. Select a data field.
  4. Enter a new name. 

Your company info automatically appears in sales form headers. You can remove or edit the fields if you want customers to only see certain info.

  1. Select the header section.
  2. Edit the info in each field.
  3. Select the checkboxes to add or hide a field.
  1. Select the header section.
  2. Select + Custom field.
  3. Enter a label for the custom field.

You can add up to three custom fields.

  1. Select the header section.
  2. Select the Form numbers checkbox.
  1. Select the table section.
  2. Select Edit labels and widths.
  3. Select the Description checkbox.
  4. Select the Include Quantity and Rate checkbox.

You can also select the Product/Service and then the Include description here checkboxes to keep the description in a single column.

  1. Select the table section.
  2. Select Edit labels and widths.
  3. Use the sliders to adjust the width.
  1. Select the table section.
  2. Select Edit labels and widths.
  3. Drag the square icon next to a data field to a new spot on the list.

Step 4: Personalise your email message

Make things personal. You can change the message customers see when they get their invoice or sales receipt.If you want to use your default messaging, you can skip this.

Go to the Emails tab. Change the subject line, greeting, and message body. You can even customise reminder emails. Note: QuickBooks doesn't show shortened URLs when you send emails to customers.

Step 5: Select and use a template for invoices, sales receipts, or quotes

QuickBooks uses your default template each time you make a new invoice, sales receipt, or quote. You can select a specific template for specific transactions directly from the form:

  1. Create or open an existing invoice, sales receipt, or quote.
  2. Select Customise in the footer.
  3. Select a custom template from the list.

Step 6: Set a default custom template

QuickBooks uses the first custom template you create as your default for invoices, sales receipts, and quotes. To set another custom templates as the default:

  1. Find your template.
  2. Select the ▼ in the Action column.
  3. Select Make default.

Step 7:Edit custom and manage 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.

In QuickBooks Simple Start, you can have one invoice template at a time. You can customise invoices, but not other types of sales forms. All the tools you need to customise invoices are on the form itself:

  1. Create or open an invoice.
  2. Select Edit company .
  3. On the Choose what you use panel, decide what company info you want customers to see.
  4. Select Add logo to upload your logo.
  5. Select Settings to start customising the layout and appearance.
  6. Select Save when you're done.

Customise the details

You can add fields, change the colour scheme, and enable payments on invoices. Here are just a few things you can do:

  1. Create or open an invoice.
  2. Select Settings ⚙ on the Invoice form. On the Choose what you use panel, select Change what your customers see to decide what company info you want your customers to see.
  3. Select the Content section.
  4. Under Forms, select the Form numbers.
  5. Under Display, select or clear Terms, Ship to, or Due Date checkboxes to add or remove these fields in the form.
  6. Select the Design section to change the colours, font, and logo. Tip: You can enter a hex code in the Colour field if you want a truly customised colour.
  7. Select the Email section. Personalise the message your customers see when they receive their invoice.

When you're done customising, select Hide or Settings to close the customisation window. Then finish your invoice.

If you decide you need more customisation options or need features like deposits and discounts, the simplified template may not be for you.

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