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Customise invoices, estimates, and sales receipts in QuickBooks Online

by Intuit•18• Updated about 14 hours ago

Change what your customers see on sales forms you send them, such as invoices, estimates, and receipts. Highlight the details that matter to them, and hide the ones that don’t matter. Changes to these forms won’t change the way they look in QuickBooks Online.

Let’s go over how to create an invoice. We’ll show you how to add customers, products and services to an invoice. And then how to save and send them. Let’s start by looking at the Customers List. Select Sales and select Customers. The Customers list keeps track of who you sell things to and provide services for. It also gives you the current balance for each of your customers. Use it to see what customers owe you, or sometimes, what you owe them. Let's create an invoice for an existing customer. Go to the Create icon and select Invoice. The first thing is to record the customer’s name. Notice that QuickBooks populates both the billing address and the email address for this customer. That’s because this info was already in the customers list. However, if you need to add a new customer you can do by selecting Add new. If you want to send to invoice to more than one address, use a comma between each one. You can CC or BCC an address too. QuickBooks also lets you add a Pay Now button to the invoice. That way customers can pay with a credit or debit card or a bank transfer. The Date should be the day you send the invoice. Or, if this transaction happened in the past, the date you issued the invoice. Terms sets the number of days a customer has to pay the invoice. You can add other things too. Go to the Gear icon to add things like Shipping and custom fields. In the Products and Services area, enter what you're charging the customer for. If you don’t find a product or service that looks right, select Add New to create a new one. If you set up the product or service ahead of time, you'll see the Sales Description and Price you entered earlier. You can also enter or change these while you create the invoice. Add as many products and services as you want. There are more options further down the form. You can enter a message to include on the invoice. You can also add a statement memo. A statement memo shows up as a note on your customer’s statement if you send them. You have several options for saving invoices. You can save the invoice and keep on working It. You can Save and Close, which saves the invoice and brings you back to whatever you were doing before. You can Save and Share a Link. This option saves the invoice and simply emails a link to the customer. When they select the link they’ll see the invoice. Save and send lets you write an email to your customer and will attach the invoice to the email. And you can use Save and New if you want to save the invoice and create another one. Let's select Save and Send. On the left you can see and change the subject and body of the email you’re sending. And on the right you see a preview of what your customer will receive. Select Send and Close to send the invoice. QuickBooks confirms that the email was sent to your customer. And you can see the customer’s balance has increased by the amount of the invoice. Now you’re ready to create your own invoices.

Here’s a walkthrough on how to customise your sales forms:

You can update and personalise your forms as you’re creating them.

Things you can change include:

  • Additional fields to show on your forms
  • The contents of a form’s tables
  • Your company logo and contact info
  • The colours, font, and layout

Note: Changes to your company info, such as altering your logo or address, affect all future invoices and estimates and alter your customer info throughout QuickBooks.

Change the look and info while working on your form

You can edit your sale form’s appearance while working on it. The sales form updates as you make changes.

Note: The Service Date column appears as Date on your printed invoice.

  1. Create a new sales form, such ‌as an invoice, estimate, or sales receipt. You can also open an existing sales form.
  2. To update your company info, select Edit company on the form. Make changes as needed, and then select Save. 
  3. To edit your company logo, select Add logo on the form. Then select an image from your computer, and select Open to update the logo.
    Notes:
    • If you aren't able to see Edit company and Add logo, select âš™ Manage, then select Design â–Ľ dropdown. Then select Modern from the Modernised template.
    • If you aren't able to see Add logo, select the logo icon.
  4. To add or remove fields, change the colour scheme, or turn on payments on invoices, select âš™ Manage.
  5. To change the fields shown, select Customisation â–Ľ dropdown. Turn each field you want to include on or off.
  6. To change the appearance of your form shown, select Design â–Ľ dropdown. Select the template to use. If you are using a modernised template, select the font and colour.
  7. Select Print or download, then select Print or Download to see what your form currently looks like.
  1. Create a new sales form, such ‌as an invoice, estimate, or sales receipt. You can also open an existing sales form.
  2. To customise the info or design of your invoices:
    1. Select Customise.
    2. Select another template, or follow the steps to create a New style or Edit current.
  3. Select Print or Preview, then select Print or Preview again to see what your form currently looks like.
  4. If you want to print the estimate or invoice, select Print and print as you normally do.
    • Select Close or close the window to exit the PDF viewer.
  5. Or to save as a PDF, select Download.

Note: You can also change your company info, logo, and which fields you want to include in your Settings. Follow this link to complete the steps in product .

The modernised template is the default, but you can create and select a custom template of your own.

  1. Create a new sales form.
  2. Select âš™ Manage.
  3. Select the Design ▼ dropdown. 
  4. Select the template you want to use under Other templates. 

Custom templates let you add a unique logo or layout without changing other sales forms.

To add a new template or edit an existing template, follow the steps 1–3, then select Add/Edit, to open Custom form styles.

  1. Create a new sales form.
  2. Select Customise.
  3. Select another template, or follow the steps to create a New style or Edit current.

Custom templates let you add a unique logo or layout without changing other sales forms.

To add a new template or edit an existing template, open Custom form styles.

  1. Create a new sales form.
  2. Select âš™ Manage.
  3. Select the Design ▼ dropdown. 
  4. Select Remove default from the Modernised template section. The default template will automatically be the standard template. 
  5. Fill in the required data and select Save to save the sales form.
  6. In the Other templates section, select Add/Edit to edit the standard template.
  7. Select Edit to update the template as needed.
  8. Select Done. This new (Standard) template will now be your default.

Note: Aside from the standard template, you can’t set other custom templates as a default template. You also can’t edit the modernised template.

  1. Open Custom form styles.
  2. Select Edit â–Ľ dropdown from the Action column, then select Remove as default.
  3. Select Change template if pop-up appears. The default template will automatically be the standard template. 
  1. Follow this link to complete the steps in product .
  2. Select Company if it is not selected.
  3. To edit your company logo, select the pencil icon ✎ on the logo. Then select Upload to select an image from your computer, and select Open to update the logo. 
  4. Select Edit on each field to update the Company info as needed. After making changes, select Save for each field.
  5. Select Done.

You must add custom fields in your settings before you can show them in sales forms.

  1. Follow this link to complete the steps in product .
  2. Select Add field.
    Note: If you are creating a custom field for the first time, select Add custom field. To edit an existing custom field, select Edit from the Actions column.
  3. Enter the name in the Name field and select a data type from the Data type â–Ľ dropdown.
  4. For the category, select Transaction.
  5. Select the checkbox next to the forms you want to include the fields on and turn on Print on form.
  6. Select Save.

Note: To add custom fields to sales forms while working on a sales form, select âš™ Manage. Then select Customisation â–Ľ dropdown. Next to Custom fields, select Manage.

Change which fields are included on your forms in your settings without opening a specific invoice, estimate, or sales receipt.

  1. Follow this link to complete the steps in product .
  2. Select Sales.
  3. In the Sales form content section, select the pencil icon ✎.
  4. Select which fields you want to include, then select Save.
  5. In the Products and services section, select the pencil icon ✎.
  6. Turn Show Product/Service column on sales forms and Show SKU column on or off.
  7. Select Save, then select Done.

Related links

QuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start