QuickBooks Online Invoice Customization: A Step-by-Step Guide

Stop sending generic invoices! This step-by-step guide shows you how to customize your QuickBooks Online invoices to perfectly reflect your brand. Learn how to add your logo, adjust colors, personalize messages, and more. Boost your professionalism and make a lasting impression on clients with invoices that are both functional and visually appealing. Let's get started!

Step-by-Step Instructions

1. Access and Initialize Invoice

   • Access the invoice creation screen by clicking the 'New' button on the left-hand side and then selecting 'Invoice'.
   • Add your logo by clicking 'Add Logo' in the top right corner and selecting your logo file.

   

2. Configure Global Invoice Settings

   • Customize invoice settings by clicking 'Manage' at the top of the screen. This opens a drawer on the right-hand side.
   • Edit default settings by clicking 'Edit Default Settings'. This allows you to enable or disable fields like shipping lines, service dates, discounts, deposits, and tips.

   

3. Customize Invoice Fields

   • Enable/disable individual fields within the invoice template under 'Customization'. This allows you to show or hide fields such as the ship-to address, invoice number, invoice date, due date, terms, and service date.

   

4. Add Custom Fields

   • Add custom fields by clicking 'Manage' then 'Add Custom Fields'. You can add up to three custom fields (25 in the Advanced edition) and choose whether to display them on the screen, print them, or both.

   

5. Enable Payment Options

   • Enable payment options by configuring your merchant account and selecting payment methods like credit cards, Venmo, PayPal, Visa, Apple Pay, etc. Note that better deals on merchant accounts may be available through a QuickBooks solution provider.

   

6. Customize Invoice Footer and Totals

   • Customize the invoice footer by selecting what information you want to display (e.g., invoice total).
   • Configure sales tax, shipping fees, discounts, and deposits within the 'Edit Totals' section.

   

7. Set Design and Automation

   • Choose a color scheme and font from the available options under 'Design'.
   • Enable automation features such as recurring invoices and invoice reminders.

   

8. Add Customer and Transaction Details

   • Add customer information (bill-to and ship-to addresses) and customize the invoice terms and numbering.
   • Add line items (products and services), including quantity, rate, description, and any relevant custom fields.

   

9. Review, Send, or Print Invoice

   • Review and send the invoice via email or print and download it as a PDF.

   

10. Manage and Edit Templates

    • Manage templates using the gear menu > Custom Form Styles. Here you can create and edit multiple invoice templates and customize the content displayed in the line item section.

    

Tips

• Contact a QuickBooks solution provider for better rates on merchant accounts.
• Use Control + and Control - to zoom in and out of the invoice.
• Utilize the 'Actions' menu to copy, delete, void, or view the audit history of an invoice.
• Review the 'Status' to see when customers have viewed their invoices.

Common Mistakes to Avoid