Customizing the New Invoice Layout in QuickBooks Online – 2024

In early 2024 Intuit began rolling out a new layout for QuickBooks Online invoices. 
 
I have a blog post going over the basics of how to use this new layout.
 
In this blog post, we’ll cover customization.
 
This new layout does not have as many customization options as we’re used to.  
 
Let’s go over the available customization options.

Edit Company

At the top of the invoice, you will find your company information. Below that is an Edit company link.

When you click that link, it opens the My Company pop-out. This updates your company information across QuickBooks, not just on this invoice.

Edit company information from within an invoice in QBO

Customer Payment Options

The Customer payment options let you toggle on and off the various ways customers can pay you. 

Customer payment options on a QBO invoice

You also have a box with the text “Tell your customer how you want to get paid.” Whatever you write in this box will show up below the payment options.

I have a more detailed blog post covering Customer payment options.

Notes

There are three note/message boxes. Two of them are renamed, while one is new.

Old versus new note and messages on invoices in QBO

First, is Note to customer.  This used to be called Message on invoice. It appears at the bottom of the invoice.

Note to customer on a QBO invoice

Internal customer notes (hidden) is new. You can add notes here that can only be seen within QuickBooks, it does not appear on the invoice.

Memo on statement (hidden) used to be called Message on statement. Hidden is a bit misleading. While this message does not appear on the invoice, the customer will see it on their statement.

Manage Menu

Those are all our options on the invoice. Let’s take a look through the Manage menu. You open this menu by clicking Manage towards the upper right.

Edit Default Settings

The first option is to Edit default settings.

Edit default settings link in the Manage menu of an invoice in QBO

This takes you to the Sales form content section of Account and Settings.

From here, you can turn on and off things like shipping, service date, discounts, etc.

Sales form content in Accounts in Settings in QBO edits what appears on sales forms like invoices

Customization

In the Customization section, you can toggle on and off a few things:

  • Ship to
  • Invoice no.
  • Due date
  • Terms
  • Service date
  • SKU

You can also manage custom fields.

QBO invoice customization in the Manage menu of the new invoice layout.

Design

In the Design section, you can change the template, color, and font.

Design section of the Manage menu in the new QBO invoice layout

QuickBooks recommends the Modern template. You can select Other templates but they are view only. This means you cannot use any of the “view” tabs across the top of the invoice screen to preview these templates.

Those are your only options for customization within the invoice screen.

Custom Form Styles / Invoice Templates

There is one more option for customizing invoices, creating custom form styles. 

To get there, click the gear in the upper right corner. Then click Custom form styles under YOUR COMPANY.

Navigating to Custom for styles in QBO

You can click Edit to the right of the Standard form. Or click the New style button in the upper right and select Invoice.

Creating a new invoice template in QBO

This allows you to create your own invoice templates.

If you’d like to learn more about editing custom invoice templates you can watch the video below:

When you create a custom invoice template, it will appear in the Design section of the Manage menu in the Other templates section.
 
Your custom invoice templates show up in the Other templates section of Design in the Manage menu of the new invoice layout in QBO
 
When you select a custom template you’ll see a warning across the top of the invoice. 
Old template warning when using a custom template in the new QBO invoice layout
 
The warning states, “You are using an old template” and lets you know you can’t preview.
 
If you do click on any of the preview tabs you’ll see a message that the view is unavailable.
View unavailable message when trying to see an invoice email preview when using a custom template in the new invoice layout in QBO

Preview Custom Invoices

You can still preview the email and invoice by sending it yourself before sending it to your client.

To do this, enter your email address in place of the customer’s email address at the top of the invoice. Then click the Review and send button in the lower right corner.

Enter your email address in the payee details section of an invoice to email yourself a copy to preview

On the next screen click the Send Invoice button.
Reviewing an invoice email before sending it in QBO
 
When you get the email the invoice will be attached as a PDF. You can open it to view what the customer will see.
 
Previewing a custom QBO invoice template you've emailed to yourself
 

Provide Feedback

If there’s anything in the new layout that you don’t like, or if you find a feature that’s now missing or confusing, let Intuit know!

You can do this by clicking Feedback in the upper right of the invoice screen. This will open a message box where you can type a message to Intuit letting them know what you’d like to see changed.

Leave feedback for Intuit on the new QBO invoice layout.

☕ If you found this helpful you can say “thanks” by buying me a coffee… https://www.buymeacoffee.com/gentlefrog

Below is a video if you prefer to watch a walkthrough.

If you have questions about the new invoice layout in QuickBooks Online click the green button below to schedule a free consultation.

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  • Save time and money by streamlining your bookkeeping process and reducing errors.

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