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Customise invoices, estimates, and sales receipts in QuickBooks Online

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

QuickBooks Online gives you the tools to create attractive, professional-looking invoices, estimates, 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 and only add the info that matters most to your business. Here's how to customise sales forms in QuickBooks Online.

  1. Go to Settings ⚙ and then select Custom Form Styles.
  2. Select New Style.
  3. Select a sales form type.
  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. 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 adjust or hide your logo.
    • To change the logo, select the (+) plus icon on the image. Select one of your saved logos or add a new one. Note: You can save multiple logos but you can only use one at a time.
    • To adjust to logo size and placement, select the size and placement icons.
    • To hide the logo, select Hide logo.
  1. 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.
  2. Select Select a different font to change the font and size.
  3. Select Edit print settings to adjust the margins. This is important if you send printed forms to your customers.

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:

Add or remove data fields

  1. Select one of the sections (header, table, or footer).
  2. Select a data field tick to add or remove it from the template.
Note:How you customise your ‘Default’ template, will determine how your other sales forms look. Be sure to make edits your default template if you wish to add or remove some information from your sales forms. 

Change data names

  1. Select the table section.
  2. Select Edit labels and widths.
  3. Select a data field.
  4. Enter a new name. 

Edit your company info

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.

Add custom fields in the header section

Note: If you are using QuickBooks Online Simple Start, you will not have access to custom fields in sales forms.

  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.

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

Add invoice numbers

  1. Select the header section.
  2. Select the Form numbers checkbox.

Add item descriptions and quantities or rates

  • Select the table section.
  • Select Edit labels and widths.
  • Select the Description checkbox.
  • Select the Include Quantity and Rate checkbox.

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

Change column widths

  1. Select the table section.
  2. Select Edit labels and widths.
  3. Use the sliders to adjust the width.

Reorder columns

  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.

Add payment details

  1. Select the Design Tab
  2. Select ‘Add your EFT details’

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

  1. Select the Emails tab. 
  2. Choose if you want to display details or a summary by selecting Full details or Summarised details
  3. If you’d like to attach a PDF with a full pricing breakdown, select the PDF Attached checkbox. 
  4. Change the subject line, greeting, and message body by entering your customised text. Note: QuickBooks doesn't show shortened URLs when you send emails to customers. You can customise your invoice reminder emails by selecting the reminder email dropdown. 

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 Customise at the bottom of the transaction.
  3. Select a custom template from the list and then Save.

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.

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.

To import your own customised invoice or estimate templates, follow this step-by-step guide which will show you how to import your template, and provide answers to FAQs in regards to importing.

To add your bank details at the bottom of your sales invoice, follow these steps:

  1. Click the Settings ⚙ icon, then select Custom Form Styles.
  2. Create a new style or edit your current form style.
  3. Select the Content tab, then select the footer section of the form.
  4. Enter your payment details in Your payment details field.
  5. Select Done.

This article explains the guidelines and requirements for uploading logos (such as the format and size), plus troubleshooting steps to solve common errors.

To change the data or number format, follow the below steps:

  1. Select the Settings ⚙️ icon, then select Account and settings.
  2. Go to Advanced.
  3. Select the pencil icon under Other preferences, select the date or number format that you want to use.
  4. Select Save, then Done.

The date and number format will apply on new form styles.

Use the Custom transaction numbers feature to set your own numbering preference. This adds an Invoice no. field where you can enter any number or letter format you want.

  1. Select the Gear icon on the Toolbar, then Account and settings.
  2. Select Sales, then select anywhere within the Sales form content section.
  3. You can turn on Custom transaction numbers.
  4. Select Save and then Done.

Open an invoice or any sales form, and in the Invoice no. field, enter the custom number or letter sequence you want to use for your forms. Note: The sequence you set here applies to all sales forms.

For more information on using custom transaction numbers, click here.

At this time, it is not possible to modify the font size and retire bold. We recommend importing your own custom template to allow more flexibility with invoice designs.

You can’t add a new column in QuickBooks, however you can edit and rename an existing column when customising a template. All you need to do is:

  1. Go to Settings ⚙️ icon.
  2. Select Custom form styles.
  3. Create a New style, or choose an existing form you wish to edit.
  4. In the Content tab, select the table section of the template.
  6. Enter the new name of the column in the field.
  7. Select Done.

If you need to add a PO number to an invoice, you can manually enter it in the Content tab as either a:

  • Custom field in the header section.
  • Message to customer on box in the footer section.
  • Add payment details and footer box in the footer section.

Unfortunately at this time QuickBooks is unable to add a photo on each product/service line.
We are always looking for ways to improve our current experience, so we strongly recommend leaving feedback on this by logging into your QuickBooks account, selecting the Gear Icon in the top right, and selecting Feedback.

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