How to Customize QuickBooks Online Invoice: Step by Step Invoice Customization in QuickBooks

Creating professional invoices is critical for any business, but customizing invoices in QuickBooks Online can be tricky.

This step-by-step guide will walk through exactly how to customize QuickBooks Online invoices to match your branding and business needs.

You'll learn the prerequisites for customization, options for tweaking the design, how to edit template elements, advanced techniques, and best practices for saving and managing customized invoices to leverage for business growth.

Introduction to QuickBooks Online Invoice Customization

Customizing invoices in QuickBooks Online can provide several benefits for small businesses and accounting professionals. With the ability to edit templates and create custom form styles, you can add your logo, color scheme, and tailored layout to make invoices aligned with your brand.

Before diving into customization, it's important to understand what options are available in your QuickBooks Online subscription plan. The steps covered in this article apply to QuickBooks Online Plus subscribers and above. Review the prerequisites and make sure you have the appropriate permissions to edit invoices for your company file.

Understanding Custom Form Styles in QuickBooks Online

The custom form styles feature allows you to fully customize the look of your invoices, estimates, sales receipts, and other forms. With this capability, you can:

Upload your logo and brand images
Choose custom colors and fonts
Create multi-column layouts
Add/remove fields
Set custom field labels
Show/hide header and footer elements like page numbers

Essentially, nearly every visual element can be modified to align with your branding and preferences. Just like using templates in Microsoft Word, you can create a custom form style and quickly apply it to any new or existing form in QuickBooks Online with a couple clicks.

Prerequisites for Customizing Invoices

Before editing invoices, confirm the following requirements are met:

Your QuickBooks Online subscription is Plus or above
You have permissions to edit sales forms for your company file
Your branding assets like logo images are available in digital format

Checking these prerequisites upfront ensures the customization process goes smoothly.

Key Benefits of Customized Invoices

Some top benefits of customizing invoices include:

Improved brand image - Invoices matching your branding look more professional and inspire confidence in your business.
Higher perceived value - Well-designed invoices imply you run a high quality operation and care about details.
Increased likelihood of on-time payment - Invoices that capture attention and contain clear payment instructions tend to get paid faster.
Enhanced company consistency - Customized forms maintain continuity across your quotes, bills, invoices, and other documents.

Taking the time to tailor QuickBooks Online invoices delivers measurable benefits beyond just aesthetics. The customization capabilities make it easy to craft invoices that impress your clients and improve perceptions of your business.

Which are 3 options for customizing invoices on the Design tab?

The Design tab in QuickBooks Online provides several options to customize the look and feel of your invoices:

Colors: You can change the color theme for your invoices by selecting different background, text, header, and accent colors. This allows you to match your business branding.
Fonts: Choose from a variety of built-in fonts and sizes to update the font style on your invoices. Consider fonts that look professional and are easy to read.
Logo: Upload your business logo to personalize your invoices. Having your logo prominently displayed builds brand recognition. Optimal logo size is 200x200 pixels.

The Content and Emails tabs also provide additional customization options for invoices in QuickBooks Online:

The Content tab lets you add or remove fields and edit invoice wording to fit your business needs.
The Emails tab allows configuring online delivery options for sending invoices to customers.

Taking advantage of these simple customization options makes your QuickBooks Online invoices aligned with your brand and business processes.

How do I customize fields in QuickBooks invoice?

QuickBooks Online allows users to customize invoice fields to capture additional data specific to their business. Here are the key steps:

Create Custom Fields

Go to Settings ⚙️
Select "Add custom field"
Give your custom field a descriptive name
Choose the data type - text, number, date, or dropdown list
Select the category it applies to - Customer, Transaction, Supplier, or Project

Apply Custom Fields to Invoice Template

Go to Settings ⚙️ > Sales > Sales Forms
Select "Customize" next to the invoice template
Drag and drop custom fields into the invoice layout
Click "Preview" to ensure placement and styling

Custom fields enable capturing unique data points like order numbers, special instructions, etc directly on invoices. Strategically adding custom fields to streamline workflow and minimize manual follow-ups post-invoicing.

Let me know if you need any help setting up custom fields for your QuickBooks Online invoices! I'm happy to provide more detailed walkthroughs.

Can QuickBooks Online be customized?

With QuickBooks Online templates, you can personalize your invoice, sales receipt or estimate template to match your unique style. In this article, we will focus on customizing an invoice template. The steps for customizing estimates and sales receipts are the same.

QuickBooks Online provides several pre-made invoice templates that you can choose from to match your business needs. However, if you want something more unique, you have the flexibility to customize the look and feel of your invoices.

Here are some of the key things you can customize on your QuickBooks Online invoice template:

Add your logo and brand colors
Change font styles and sizes
Rearrange fields and sections
Add or remove fields like messages, notes and terms
Modify column widths and alignments
Switch background colors

To start customizing your invoice in QuickBooks Online:

Go to the Gear icon > Sales > Customize Form Styles
Select the invoice form you want to edit
Click Customize icon next to the template name
Make changes to elements like fonts, colors, fields etc.
Preview and Save the customized template

With some easy tweaks, you can make your QuickBooks Online invoices align perfectly with your brand style guide. Just be careful not to remove any mandatory billing fields or it could cause issues.

How do I change the invoice sequence in QuickBooks Online?

Changing the invoice sequence in QuickBooks Online allows you to customize the numbering format to suit your business needs. Here are the steps to update your invoice numbering:

Set Your Own Numbering Preference

Go to the Sales menu and select Invoices
Open any existing invoice, or create a new one
In the Invoice Number field, enter the custom sequence you want to use moving forward. This can be numbers, letters, or any combination.
Select Save to apply the updated invoice sequence

Now new invoices created will follow your customized numbering format. You can reset it at any time by updating the invoice number field again.

Customizing your invoice sequence enables consistency with other accounting systems, localized numbering formats, or simplifies finding invoices in your financial records. QuickBooks Online makes it easy to tailor your invoices to how you want to run your business.

Creating a Custom QuickBooks Online Invoice Template

Customizing your QuickBooks Online invoice template allows you to tailor it to match your branding, business needs and workflow. This helps present a professional image to clients while ensuring it captures all necessary payment details.

Selecting a Starting Template

QuickBooks Online provides several pre-made invoice templates to select from in the Settings menu. Choose one that most closely aligns with your industry and business needs as the starting point for customization. The blank template works well if none of the pre-made options fit your use case.

Customizing the Header with Your Branding

Personalize the invoice header by adding your logo and business details like name, address, phone number, email and website. Use your brand colors and fonts to match your style guide. Arrange elements cleanly and highlight critical information like due dates.

Personalizing the Invoice Body Layout

Edit the table columns and fields to capture important line item details for your business. Add or remove rows and customize descriptions. Use bold fonts or borders to emphasize key billing components like quantities, rates and subtotals.

Include payment terms, preferred methods and remittance instructions in the footer. Add links to your terms, conditions and policies for reference. Use the footer to convey special notes, offers or personalized messages too.

With some strategic customizations, you can transform the default QuickBooks Online invoice into a polished branded template that meets your business, accounting and client needs.

Editing the QuickBooks Invoice Template Elements

Customizing your QuickBooks Online invoice template allows you to tailor it to your brand, improve clarity for clients, and leave a professional impression. With some simple tweaks to layout, fonts, colors and more, you can level up your invoice aesthetic.

Modifying Header Elements for Impact

The header section is the first thing clients see, so optimize it to reinforce your brand.

Add your logo for instant recognition. Go to Settings > Company Settings > Logo and upload your logo file.
Feature your business name, address and contact info prominently. Go to Settings > Company Settings to update these details.
Showcase your brand colors and fonts for consistency. More on this later.
Highlight your website and social media links so customers can easily connect. Add these in Company Settings too.

With a polished header, your clients will recognize your brand and feel confident doing business with you.

Tailoring the Invoice Body for Clarity

An organized, easy-to-follow invoice body removes any payment confusion for customers.

Group line items categorically with descriptive headers like "Creative Services Provided".
Display all billing details - dates, rates, service types provided. Ensure no ambiguity.
Use bold fonts, dividers and background colors to visually separate sections.
Order charges logically: break up groups by service categories, dates or billing cycles.
Feature prominent balanced due and amount due sections so outstanding amounts are clear.

With a clean, detailed body, customers can parse billing details at a glance.

An action-focused footer nudges customers to pay promptly.

Add bank details or links to pay online for easier payment.
Include prominent due dates and past-due fine print to stress urgency.
Add info for further inquiries - support emails, chat links etc.
Use larger, bolder fonts for call-out boxes with your desired actions.

With a better footer, you make it simple for clients to pay on time.

Choosing Fonts and Colors Consistent with Your Brand

Maintaining brand consistency strengthens recognition and trust.

Use the same header and body fonts as your website and other assets.
Similarly, invoice colors should match official brand hues and color palette.
Accent key sections like call-out boxes and headings with signature brand colors.
Softer neutral tones on large invoice backgrounds boost readability.

Matching fonts and colors reinforce connections with your distinctive visual identity.

With strategic tweaks to layouts, fonts, colors and content, you can tailor QuickBooks Online invoices to perfection. A customized template allows you to accurately represent your brand while improving clarity for clients.

Advanced Invoice Customization Techniques

Beyond the basics, this section delves into more sophisticated customizations available in QuickBooks Online invoices. These powerful techniques allow you to truly tailor QuickBooks Online to fit your business's specific needs.

How to Edit Sales Receipt Template in QuickBooks Online

Editing the sales receipt template ensures branding and customizations carry through to all customer-facing documents. Within QuickBooks Online, navigate to Settings > Sales Forms > Sales Receipt. From here you can customize the logo, font, margins, fields, and more to match invoices. Consider adding key details like payment terms or legal disclaimers to provide a consistent customer experience.

Implementing Conditional Customizations

Conditional customizations enable invoices to adapt based on the customer, product, or other attributes of each unique transaction. For example, you may want to highlight special payment instructions for international clients or include a unique memo field for certain product types. Build these conditions directly into the invoice template to have them appear automatically when appropriate.

Incorporating Custom Fields for Detailed Data

Custom fields allow you to capture specialized information not included in the default QuickBooks Online invoice template. When tailored to your business operations, they provide invoices with data like order numbers, cost centers, special instructions, etc. Set up relevant custom fields once to have them populate automatically on every invoice.

Saving and Managing QuickBooks Invoice Templates

Saving as Custom Template for Future Use

To save your customized invoice as a template for future use in QuickBooks Online, follow these steps:

After customizing your invoice, click the gear icon in the top right and select Save as template.
Enter a name for your template that describes the use case or client it's intended for, like "Client X Invoice" or "Service Invoice Template".
Select which QuickBooks entities should use this template, like customers, vendors, employees, or products.
Click Save template. Your custom template will now be available when creating new invoices.

Organizing Templates for Different Business Scenarios

Here are some tips for organizing QuickBooks invoice templates:

Create separate templates for your most common client types or business scenarios like services, products, materials, etc. Name templates accordingly.
Set up template folders to group related templates. For example, place all client-specific templates in a "Clients" folder.
Favorite or star frequently used templates for easy access when creating invoices.
Add a description of the template's intended use in the template name or properties.
Only keep current, up-to-date templates. Archive old unused templates so your list stays clean.

Updating Existing Templates with New Information

If your business details change, like address, logo, offerings, etc., you'll need to update existing invoice templates. To edit a saved template's content or design:

Go to Settings > Templates > Invoices and select your template.
Make any text, style, or layout changes required.
Review carefully, then select Save as New Template to overwrite the existing template while preserving customizations.
Confirm that the template displays properly by using it to create a test invoice.

Following these best practices will help your templates stay accurate and usable over time as your business evolves.

Conclusion: Leveraging Custom Invoices for Business Growth

Customizing invoices in QuickBooks Online requires some initial effort, but can provide valuable benefits for your business's brand visibility, customer communication, and cash flow. With a bit of time invested upfront in tailoring invoice templates, you can realize ongoing dividends.

Key Takeaways on Invoice Customization

Adding your logo and color scheme to invoices reinforces brand recognition each time a client views or pays a bill. This subtle branding can boost familiarity and trust in your business over time.
Customizing fields on the invoice allows you to include additional details like order numbers, shipping information, terms and conditions, etc. This improves communication with clients by putting vital information right on the billing document.
Creating clear, professional invoices tends to speed up client payments. Well-designed invoices seem more official and prompt customers to pay on time.

Next Steps for Maximizing QuickBooks Invoicing

Set up automated payment reminders for overdue invoices to maintain cash flow. QuickBooks Online makes it easy to stay on top of tardy accounts.
Look into integrating QuickBooks billing with shipping carriers to automatically print shipping labels with invoices. This could save lots of manual work fulfilling orders.
Talk to an accounting professional about maximizing deductions and tax savings with QuickBooks Self-Employed invoicing software. Customizing invoices is just one piece of leveraging QB's powerful financial tools.

How to Customize QuickBooks Online Invoice: Step by Step Invoice Customization in QuickBooks

Introduction to QuickBooks Online Invoice Customization