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Customize invoices, estimates, and sales receipts in QuickBooks Online

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

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

Customizing 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 and only add the info that matters most to your business. Here's how to customize sales forms in QuickBooks Online.

Customize the look and info on your forms

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

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 Change up the template to choose a layout. These layouts are fixed. We recommend using the Airy new.
    Note: If you plan to use Stock Keeping Units (SKUs) or create progress invoices, you have to use the Airy new design.
  4. Select Make logo edits to upload a new logo.
  5. Select and pick a colour scheme. You can enter a HEX code (the six-digit combination of numbers and letters for a colour) for a truly custom colour.
  6. Select Select a different 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 customizing logos

Step 3: Customize 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 customization 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 checkmark 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. In the header section, select Manage custom fields.
  2. In Custom fields, select Add field.
  3. Enter the name of field, and select All sale forms.
  4. Enable Print on form so it appears in your form's header.
  5. Select Save.

Note: You can add up to three custom fields for sales forms.

  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.
  1. In the Content menu, Select the Footer section of the form.
  2. In Add payment details and footer, enter the payment details and the footer description.
  3. Select Done.

Step 4: Personalize 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 customize 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 estimates

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

  1. Create or open an existing invoice, sales receipt, or estimate.
  2. Select Customize 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 estimates. To set another custom templates as the default:

  1. Go to Settings ⚙ and then select Custom Form Styles.
  2. Find your template.
  3. Select the ▼ in the Action column.
  4. 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 EasyStart, you can have one invoice template at a time. You can customize invoices, but not other types of sales forms. All the tools you need to customize invoices are on the form itself:

  1. Create or open an invoice.
  2. Select Settings ⚙ on the Invoice form.
  3. On the Choose what you use panel, select Change what your customers see panel, decide what company info you want customers to see. You can select company info from the Content section.
  4. When you're done customizing, select Done.

Customize 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, Shipping, 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 customized colour.
  7. Select the Email section. Personalize the message your customers see when they receive their invoice.
  8. If you've set up QuickBooks payments, select the Payments section to turn on payment options for your customers.

When you're done customizing, select Done to close the customization window. Then finish your invoice.

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