Have you ever needed to create a new template in QuickBooks Online? Today, I’m going to show you how to do it in three different ways. First, I’ll go through a straightforward set of steps, then I’ll outline those steps, and thirdly, I’ll link a video at the bottom to show precisely how to execute this.
1. Click the gear in the upper right-hand corner
You can see this gear on many pages in QuickBooks Online. If you are still not able to find it, try navigating to your dashboard. The gear does not take you to a new page; however, it does open a robust drop-down menu that has many items to select from
2. Find the Company column and click Custom Form Styles
After the gear has been click, you’ll see the drop-down menu with four columns. In the first column from the left, you will see the label Company, and the third item down will be Custom Form Styles. Click that.
3. Click on New Style and Select Invoice
You should now be on a new page. If you have created templates before, they will be listed here. Otherwise, this page will look empty. You’ll see an oval in the upper right-hand corner that will contain the words “new style.” Click the oval button. Now on the drop-down menu that opens, click New Invoice.
4. Name The invoice and Template
There will be for tabs to click on the default tab loaded is design. Right under the design tab should be an input box. Use this input box to name your template something distinct so you can tell it from others.
5. Click Dive in with New Template
After the template is named, this is the first step. Once you click this button, many template variants will be available. Among the templates are:
- Airy New
- Airy Classic
- Modern
- Fresh
- Bold
- Friendly
6. Select The Type of Template You Want To Use
For our example, we’ll use the Fresh template.
7. Customize Your Logo, Color, and Font As You See Fit
Here is where you can add some personal touches to your template. If you have branded Hex colors, a company logo, or company font, you’ll be able to add that customization now.
8. Customize The Content of Your Invoice
The content of the invoice is broken down into three regions:
- Header
- Table
- Foo1ter
Header
In the Header region, you have information like the name of the company, its address, invoice date, and billing account information.
Table
In the Table region, you have the guts of your invoice. This is where you list what you’ve sold.
Footer
In the Footer region, you have the totals. It will show the subtotal, any discounts, taxes, and balance due.
9. Customize the Emails tab
Here is where you can customize the appearance of this invoice before sending it to a customer via email. You can customize the message, the greeting, the subject line, and whether or not to include a PDF copy of said invoice.
10. Click Done
Your template is now ready to be used!
15 Responses
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Hello, some good info.
I am interested in moving the fields around.
Example. I use #10 window envelopes and need the ship to box on the left side so it shows in the window envelope.
Is this possible?
You might be able to do that in QuickBooks Online if you use labs. There is a way to import templates created from Word. I’ve never done it so the best I can do is offer you a term to Google.
very generic..
How do you add extra columns into an invoice? Can i import custom invoice templates?
I don’t know what you mean by add extra columns. You can toggle columns on and off. And you can import custom invoice templates in QuickBooks labs.
Is there a maximum number of templates that can be created?
I haven’t run across a limit and I’ve seen very long lists of templates. I couldn’t find a specific answer to this online, this is the closest I found: https://quickbooks.intuit.com/learn-support/en-us/manage-lists/maximum-number-of-list-entries-list-limits-and-custom-fields/00/202673
If I want to create a new invoice, how do I first select the invoice template I want to use? I have created 3. ‘Create New Invoice’ doesn’t appear to offer a choice of templates, just defaults to the master I think.
Great question, I will make a blog for that but to get you an answer immediately, here is a quick note: https://cursive.io/shared/27f9e4868-27de-4fa7-870c-0e981584d0b5
I have to invoice a supplier for my partner and they have a new automated system so invoices be completely plain, no blocks of colour and all font in plain black. I can’t find a way to do this, do you know how I can create a plain template please?
I would make a boring invoice in Word and then upload it as a custom template. If you want, I can show you in about 15 minutes. http://www.gentlefrog.com/meeting
Hi Rachel, thank you so much, sorry I missed your reply but another time would be great please. I will be working from home on Friday this week if you would be able to help please?
You can self schedule anytime. http://www.gentlefrog.com/meeting
Have created the templates, the invoices are all the same but I want to send different email greetings but every time I change the email greeting portion all the templates change. I want to send the same style invoice but in the email have the email greeting say different things to different customers…. examples thanks and pay, thanks and pay estimator at final walk-through I have been on desktop just got online and the desktop would let me grab the invoice and choose my email greeting
Hi Sandy, unfortunately, it’s not possible to create separate templates for different customers. You only get one email template for outgoing invoices, one for sales receipts, etc. You could save your greetings in a word doc or notepad and copy/paste them into the “Message on Invoice” field when you create the invoice.