Edit Invoice Template in QuickBooks Desktop: Easy Steps

Accessing the Template Customization Tool

The first step is accessing the invoice template customization tool. Open QuickBooks Desktop and navigate to the “Lists” menu. From the dropdown, select “Templates.” This will open a window displaying all your existing templates. Select the invoice template you wish to edit and click the “Edit” button. Alternatively, you can create a new template from scratch by clicking “New” and choosing “Invoice.” This allows you to start with a blank slate and design an invoice that perfectly matches your brand.

Customizing the Basic Information and Layout

Once the template editor is open, you can customize various aspects of your invoice. Start with the “Basic Customization” tab. Here, you can add your company logo, change the company name and address, and select a color scheme that aligns with your branding. You can also modify the font and size of different text elements. The “Layout Designer” provides more advanced options, allowing you to drag and drop fields, resize elements, and adjust the overall positioning of information on the invoice. Use this section to ensure all critical details are clearly visible and easy to read.

Adding and Editing Data Fields

The “Additional Customization” tab lets you control which data fields are displayed on your invoice. You can add or remove fields like “Sales Rep,” “PO Number,” or “Terms.” You can also customize the labels for each field. For example, you might want to change “Quantity” to “Units.” Consider what information is most important to your customers and your internal record-keeping when deciding which fields to include. This section also allows you to customize the default tax settings applied to the invoice.

Saving and Using Your Customized Template

After making your desired changes, click “OK” to save the template. Give your template a descriptive name so you can easily identify it later. When creating a new invoice, you can then select your customized template from the “Template” dropdown menu in the invoice form. It’s a good practice to review a sample invoice using your new template to ensure all the information is displayed correctly before sending it to clients. You can always go back and make further adjustments as needed.

Invoice Template Samples

Here are some sample texts and formatting examples you can use in your invoice templates:

        <i>Invoice Date:</i> [InvoiceDate]
      

        <i>Invoice Number:</i> [InvoiceNumber]
      

        <i>Bill To:</i><br>
        [CustomerName]<br>
        [CustomerAddress]<br>
        [CustomerCity], [CustomerState] [CustomerZip]
      

        <i>Description:</i> [ItemDescription]
      

        <i>Quantity:</i> [ItemQuantity]
      

        <i>Rate:</i> [ItemRate]
      

        <i>Total Amount Due:</i> [InvoiceTotal]