Customize QuickBooks Online Invoice Templates – Easy Steps

Effortlessly Tailor Your Invoices in QuickBooks Online

QuickBooks Online (QBO) offers robust customization options, allowing you to brand your invoices and present a professional image to your clients. Changing your invoice template involves navigating to the ‘Custom Form Styles’ section. From there, you can select an existing template to edit or create a new one from scratch. Customization includes adjusting colors, fonts, adding your company logo, and modifying the information displayed.

Step-by-Step Guide to Modifying Invoice Templates

To begin, access QuickBooks Online and navigate to Settings > Custom Form Styles. You’ll see a list of existing templates. Click ‘New style’ and choose ‘Invoice’. This opens the template editor. Within the editor, the ‘Design’ tab allows you to adjust the look and feel, including your logo, colors, and fonts. The ‘Content’ tab lets you customize the information sections of the invoice, such as adding or removing fields.

Adding Your Company Logo and Adjusting Information

Uploading your company logo is crucial for branding. In the ‘Design’ tab, simply click ‘Make logo edits’ and upload your logo file. Ensure it’s a high-resolution image for optimal display. In the ‘Content’ tab, carefully review each section of the invoice (header, activity table, footer) to ensure the correct information is displayed and that any unnecessary fields are removed. Customize the messages at the bottom of your invoice to provide personalized greetings and payment terms.

Customizing Email Templates Related to Invoices

Beyond the visual template, you can also customize the email that accompanies your invoices. This ensures a consistent brand experience. Navigate to ‘Sales > Invoices’ and open an existing invoice or create a new one. Click ‘Save and send’ or ‘Save and share link’. Before sending, you can customize the email subject and body. Consider including a personalized message and clear payment instructions. You can also access invoice email template settings in the settings > account and settings > sales > messages area.

Sample Invoice Email Messaging

This shows what to include in the body of the email to be professional:

Dear [Client Name],

Please find attached invoice [Invoice Number] for [Description of Services/Products].

The total amount due is [Amount], and payment is due by [Due Date].

You can pay online through [Payment Link/Method] or by [Other Payment Methods].

Thank you for your business!

Sincerely,

[Your Company Name]

Note: This information must be included when creating the invoice and it will be there every time you select the client you are sending it to.

1. Personal Greeting: Start with a friendly greeting, addressing the client by name whenever possible.

2. Invoice Number: Clearly state the invoice number for easy reference.

3. Services/Products Description: Briefly describe the services or products for which the client is being billed.

4. Total Amount: Clearly state the total amount due. Consider highlighting it with bold text.

5. Due Date: Specify the payment due date.

6. Payment Methods: Provide clear instructions on how the client can make payment, including links to online payment portals.

7. Express Gratitude: Thank the client for their business.

8. Sign-off: Use a professional closing, such as “Sincerely” or “Best regards,” followed by your company name.

9. Company Details: Include your company’s contact information, such as phone number and email address.

Note: Keep the message concise and to the point. Use professional language and avoid slang.
Proofread carefully for any errors before sending.