Customizing Invoices, Sales Receipts and Estimates in QuickBooks Online

Why is it Important to Customize the Look and Feel of Invoices, Sales Receipts, and Estimates?

The default QuickBooks forms are not very professional looking and may not contain enough space for your business/ customer information. It’s important to customize sales forms because they are a reflection of your business. Since sales forms are sent to your customers, you want them to be professional looking and include the level of detailed information that your customers expect when providing them with an invoice for a sale or an estimate for work that you plan to do for them in the future

Working With the Sales Tab in QuickBooks

Customizing the look and feel of your invoices is found within the Sales Tab in QuickBooks, which you can access by clicking on the Gear icon and selecting Account and Settings right below the Company Information, as indicated below.

QuickBooks Online Sales Tab

Within the Sales Tab, there are six key areas to set up:

Customize look and feel
Sales form content
Products and Services
Messages
Online delivery
Statements
This lesson is about the first step, customizing the look and feel of your sales forms.

QuickBooks Online Customize Sales Form Window

How Do I Customize the Look and Feel of Invoices, Sales Receipts, and Estimates?

Below are the step-by-step instructions on how to customize the look and feel of invoices, sales receipts and estimates:

Make sure that you are on the Sales tab. Click the blue Customize look and feel button as indicated below:

QuickBooks Online Customize Sales Form Button

Select the blue New Style button as indicated below:

QuickBooks Online Sales Form New Style Button

The next screen brings you to the Customize form style screen where the “magic” happens:

There are 5 areas that QuickBooks allows you to customize for business sales forms:

Style
Appearance
Header
Activity Table
Footer
QuickBooks Online Invoice Windwo

Style

In this section, we have 5 templates to choose from:

Airy – this is the default template
Modern
Fresh
Friendly
Bold
Each template differs in formatting and the number/type of fields that appear on the invoice.

Appearance

QuickBooks Online Appearance Window

In the appearance section, you can change the following info:

The look and size of your logo
Where your logo appears on the invoice (left, center or right)
You can set the font for your invoices
You can set the line height on the body of the invoice (this is important if you have long product/service descriptions)
Page margins can be set if you are using custom letterhead that is not the standard 8.5 by 11 size paper
Header

QuickBooks Online Header Tab

In the Header section, you can change the following:

The name of the form (Invoice, Estimate, Sales Receipt). For example, if you prefer to call an Estimate a Quote you can change the name of the form in QuickBooks to what you prefer.
Company Information allows you to select what information (email, website, phone number etc) you want to appear on your invoices.
Customer info allows you to have payment terms and due date show up on all invoices. You don’t want your customers to have to guess at when payment is due.
The custom fields section will only be applicable if you have created custom fields in QuickBooks. In the next lesson, we’ll discuss why you might want to create custom fields and how to do this in QuickBooks.
Activity Table

QuickBooks Online Activity Table

In the Activity Table section you can select the columns that appear on your invoices and the order in which they appear. For example, since Paul bills by the hour we changed the Quantity field to Hours.

Footer

QuickBooks Online Salesform Footer Tab

In the Footer section you can include a brief message to your customer’s on each invoice like “We appreciate your business!”. There is also a place to enter information that you would like to appear at the very bottom of each invoice, like your website.

As you make changes in each of these areas, you can click the Preview or Print button located at the bottom right part of the screen to see the changes.

Once you are satisfied with the form, then you can Save it.