Level 2

Invoice Email Template Facility

With QuickBooks Online it's possible to create custom invoice templates to suit your business.


However, when sending those invoices through QuickBooks, there seems to be just a single hard-wired uneditable email template. Yes, it's possible to change some elements of the content that appears on the email, but not the design itself.  If this is the case, it's extremely limiting and at odds with the idea of being able to customise QuickBooks to suit individual businesses.


Anyone know if QuickBooks intend to address this anytime soon? Or, perhaps there is a good work-around that you know?


Thanks in advance.

QuickBooks Team

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Hello DC101


You can import your own custom invoice template.If you can go to the cog in the top right>QuickBooks Labs>import style>turn on


Then go the cog>custom form styles>new style drop down>import style.

You can then click on download a sample which gives you a guide on how to create the invoice in word(it needs to be a doc x file)also it shows a simple template example and a more complex invoice template as a guide.

You can then save the created template and upload in the upload part of this section.


Any questions let us know




Level 2

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Thanks Emma for your reply. You refer to custom invoice templates, but my question is about the email template that is applied in the sending of the invoices (please see screenshot attached using your test site).


This seems to be just a single hard-wired uneditable email template? I mentioned in my original post, it's possible to change some elements of the content that appears on the email, but it's the design itself we want to change.

QuickBooks Team

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Thanks for getting back to this thread, @DC101.


Allow me to chime in and provide some additional information about customizing invoice template in QuickBooks Online (QBO). 


Currently, QBO doesn't have an option to edit the template of an invoice that appears in emails. I can see how this option would be helpful for you. Finding new ways to adapt to our customers’ needs is how QuickBooks gets even better.


I'll make sure to take note of this and will update you once we receive product enhancement update about the availability of this feature. 


In the meantime, I'd suggest visiting our QuickBooks Online Blog regularly. This way you'll be updated with the latest news and updates including product improvements. 


For additional reference, you can visit these articles to learn more on how to upload, edit, or delete logos from your invoices, estimates, or sales receipts in QuickBooks Online:

Please know that you're always welcome to post if you have any other questions about customizing forms or any QuickBooks related. I'd be happy to answer them for you. Have a good day! 

Level 2

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Thanks for your quick reply. It's good to know you appreciate the issue.


Aethetics aside, there are important practical reasons for wanting to change the template/design.

Particularly key is the "Review and pay" button, which is displayed prominently. A lot of our customers pay by Direct Debit via GoCardless, so the word "pay" does not apply to them and is therefore very confusing.


We're very new to QuickBooks but for us this is a major drawback with the system. We will track with interest any progress that is made.


Have a good day too!

QuickBooks Team

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I appreciate your responds, @DC101.


We truly value your suggestion on how best to improve QuickBooks Online. Your feedback helps our Product Development team decide which feature will be implemented in the next future update.


Please know that the change is also based on how popular a specific feature request is. 


Since you're new to QuickBooks, you may want to check our Help Articles page to learn more "How do I" steps In QuickBooks Online. 


Wishing you and your business continued success. 

Level 1

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Any update on when we'll be able to use custom email templates with QuickBooks online? This feature would save some time and money too : )


Here's my current workflow to get around this limitation:

  1. Create an Invoice
  2. Send the Invoice to my business email address (not my client)
  3. Copy the Invoice Review Link
  4. Open MailChimp and setup a new email to send to my client's email address.
    1. I've already created custom email templates for my brand look and feel
  5. Paste the Invoice Review Link
  6. Send Invoice Email with MailChimp instead of QuickBooks Online
QuickBooks Team
QuickBooks Team

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I appreciate you for coming up for a great workaround in customising your email template, B-Rom.


We don't have a specific time frame as to when is this feature will be added in QuickBooks Online (QBO). Rest assured, this is being looked into.


In the meantime, please continue the workaround you've been doing to address your business needs.


You can also visit our QuickBooks Online Blog to be updated with the latest news and updates including some product improvements.


I've got a link here where you can find articles about managing customers and income transactions: https://quickbooks.intuit.com/learn-support/manage-customers-and-income/misc/02/uk-manage-customers-a....


Visit the Community if you need anything with preparing VAT returns or any QBO related. Wishing you and your business continued success in all that you do.

Level 3

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HI There,


I'm moving from Quickbooks Desktop to Quickbooks online. I already have layouts for my invoices in Quickboooks desktop, I'm surprised I can't import the .DES files or convert them to word. It would be a nice feature top add for conversion.


Any way of converting them?


Kindest regards



QuickBooks Team

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Hello there, RoscoPC.


I'm here to share information on how you can personalize your sales forms in QuickBooks Online (QBO). This way, you can include the information that matters to your business.


The .DES file or the Layout Designer Template file in QuickBooks Desktop will not convert when you switch from QuickBooks Desktop to QuickBooks Online (QBO). However, you can utilize the Import Style feature in QBO. This imports your invoice template (.docx files) from Word.


You need to activate the Import Style feature first. Go to the Gear icon, then select the QuickBooks Labs. Turn on the option, then click Done. After that, upload your invoice template. Here's how: 

  1. Go to the Gear icon.
  2. Select Custom Form Styles.
  3. Click the New style drop-down arrow, then select Import style.
  4. Choose Invoice in the Select a form type field.
  5. Select the file name in the Upload your DOCX file field.
  6. Click Next.
  7. Follow the on-screen instructions to complete the process.


If you wish to find out what other data that'll not convert when you migrate from  QuickBooks Desktop to QuickBooks Online, kindly refer to this article for the complete details: What to expect when you switch from QuickBooks Desktop to QBO.


Please let me know if you have other concerns. I'm just around to help.

Level 2

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Customizing e-mails is a must, even if just by allowing us to edit HTML.

There has to be A way. Even if it requires some knowledge.
Not being able to customize it is rather painful.

QuickBooks Team

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Hello Obsite, what is it you're looking for in particular to customise with the template? Is it just the email itself and the body of the text or the address it is coming from/to?Thanks

Level 2

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Customizing the e-mail body is arguably more important. 

But we also have our own e-mail servers. So being able to configure SMTP would be nice. Though the Gmail alternative is a "OK" temporary stop-gap measure. I hope to see a change in that in the future.