Customise invoices, estimates, and sales receipts in QuickBooks Online
SOLVED•by QuickBooks•1576•Updated 6 days ago
With QuickBooks Online templates, you can unleash your creativity and personalise your invoice, sales receipt or estimate template to match your unique style.
Feature availability may vary depending on your subscription plan.
The steps to customise may differ based on whether you are using the old or new invoicing experience. On the new customisation view, you can update the form template as you’re creating them. Find out which experience you have.
If you can't customise sales receipts, it means you're on the new experience where customisation isn't available yet. You can switch back to the old experience.
Customisations and logo updates on invoices/estimates apply to all existing and future ones.
Edits to company info update everywhere in QuickBooks.
Note: Although it's not possible to import custom invoice templates into QuickBooks Online, you can still make your invoices stand out by personalising the existing templates to fit your needs. The steps for customising estimates and sales receipts are the same.
With the new version of invoicing and estimates, you can update and personalise your forms as you’re creating them. All the tools you need to customise invoices and estimates are on the form itself.
A few things to keep in mind:
Any customisation or logo updates made to invoices and estimates will apply to all existing and future invoices and estimates.
Edits to your company info will update your company info everywhere in QuickBooks.
You can’t customise sales receipts with the new layout.
Select Create invoice to create a new invoice. Or, to edit an existing one, find the invoice from the list and select View/Edit from the dropdown ▼ under the Action column.
Select a customer, then select Estimate from the New transaction dropdown ▼ to create a new estimate. Or, to edit an existing one, find an estimate from the list and select View/Edit from the dropdown ▼ under the Action column.
To update your company info, select Edit company on the form. Make changes as needed, and then select Save.
To edit your company logo, select the logo on the form. Then select an image from your computer, and select Open to update the logo.
To add or remove fields, change the colour scheme, or turn on payments on invoices, select Manage ⚙, if not selected already.
Select the dropdown ▼ for each section to see customisation options.
Choose what info displays on your form by turning the switches on or off. The form preview updates as you make changes.
Select Payment options or Discounts and Fees to customise payment options, or turn them off. Note: Payment processing is an add-on service.
Optionally, in case of invoices, select Automation to set up a Recurring invoice. Note: This option takes you to the recurring invoice form.
When you're finished customising, select Save.
Start with the basics
When customising an invoice template, you'll find three tabs: Design, Content and Email. Let's break down each section for easy understanding:
Design: Customise the look of your invoice or estimate by selecting a pre-designed template or creating a unique design. Adjust the layout, colours, fonts and logo to align with your brand identity.
Content: Tailor the invoice or estimate information to your needs. Add, remove or edit fields such as company name, address, customer details, item descriptions, prices, and more.
Email: Personalise the accompanying email message when sending invoices to your customers. Make it unique and engaging to leave a lasting impression.
Select + New.
Select Invoices, Estimate or Sales receipt.
Select Customise.
To customise the form you're currently working on, select Edit current. For a new template, select New style. Or, to customise an existing template, select the template name.
Give your form template a name.
Step 1. Select a template
You can select from six pre-designed QuickBooks Online templates, or if you prefer, you can skip this section and create a new template from scratch.
Try opening it with Microsoft Paint (or Preview on Mac) and save it as a .jpg with a new file name.
If you see the message “We removed your logo because of a problem.” and you’re sure it meets all the requirements, reach out to our support team.
If the logo looks strange and you’re not happy with the way it looks, you can change its format. Use the Save as option to create a new copy instead of replacing the original file.
Pick a colour scheme and font style that really captures the essence of your brand.
Select Try another colour.
If your business has a specific brand colour, you can enter the HEX code, which is a combination of six letters and numbers, to accurately represent that colour.
Select the pencil icon ✎ to edit the Table section.
To have separate columns for item descriptions, quantities, and rates, check the Description, Quantity, and Rate checkboxes.
If you want to include the item description in the Activity column, select the Product/Service checkbox and then the Include description here checkbox.
Alternatively, you can select the Description checkbox and then include Quantity and Rate.
To rearrange the columns, select and drag the grid icon to a new position on the list.
If you want to change the column name or size, select Edit labels and width.
Edit the text fields to change the column names.
Adjust the column width by moving the sliders.
Select Show more activity options to edit the following:
Group activity by: Allows you to group activities by Day, Week, Month, or Type.
Collapse activity rows: Combines rows with the same rate and description, excluding dates.
Show progress on line items (email only).
Show markup on billable expenses.
Show billable time: Provides two additional options when selected:
Include employee name.
Include hours and rate.
Show tax inclusive amounts: Displays the VAT-inclusive amount on print previews and invoices sent to customers.
Show tax type indicators: Shows T, ST, and VAT indicators in the tax column when applicable.
Select the pencil icon ✎ to edit the Footer section.
Select the Discount checkbox if you want to offer a discount and display it on the form.
You can personalise a message to your customer and add text to the footer of the form. Select the desired font size and/or placement by using the dropdown ▼ fields.
QuickBooks automatically tracks the discounts you give by creating a Discounts given account in your chart of accounts. But first, let’s check if this setting is turned on.
Save and close your template. We'll come back to it shortly.
Go to Settings ⚙ and select Account and settings.
Select Sales.
In the Sales formcontent section, select Edit ✎.
Turn on the Discount setting.
Select Save and then Done.
Now, go back to your invoice template and let's add the discount field.
Go to Settings ⚙ and select Custom form styles.
Select Invoices. If you want to edit an existing invoice, find the invoice from the list and select View/Edit from the dropdown arrow ▼ under the Action column.
Select the Content tab.
Select the pencil icon ✎ to edit the footer section.
Select the Discount checkbox.
The invoice subtotal can include a discount field, which will only be visible to your customer if you add a discount to it.
Elevate the customer experience by tailoring the email message they receive with their invoice. Include additional details, instructions, or a heartfelt thank you for a personalised touch.
Select the Emails tab.
Select either Full details or Summarised details depending on how much information you want to show on the invoice.
If you’d like to include the complete pricing breakdown, select PDF attached.
You can edit the email your customer will get with each invoice, and reminder emails.
Unfortunately, it's not possible to import your own custom invoice templates into QuickBooks Online. However, the good news is that you can still make your invoices unique by using the existing templates in QuickBooks Online and customising them to fit your needs.
The steps to customise may differ based on whether you are using the old or new invoicing experience. Find out which experience you have.
In QuickBooks, you can customise the following templates.
Invoices
Estimates
Sales receipts
You can’t customise:
Purchase orders
Payment receipts
Bills
However, the ability to do so depends on the specific QuickBooks Online product you are using, as well as whether you are on the new or old customisation experience. Find out which experience you have.
The Custom Transaction Numbers feature lets you set your own numbering preference. This adds the invoice number field to the invoice, where you can enter any number or letter format.
Go to Settings ⚙ and select Account and settings.
Select Sales, then select the Sales form content section.
Turn on Custom transaction numbers.
Select Save, and then Done.
Open an invoice or any sales form.
Enter the custom number or letter sequence you want to use for your forms in the Invoice no. field.
Note: The sequence you set here applies to all sales forms.
Unfortunately, at this time it is not possible to add a photo in each product/service line in QuickBooks. We are always looking for ways to improve our current experience, so we strongly recommend leaving feedback on this by signing in to your QuickBooks account, selecting the Gear icon, and then Feedback.
