How To Create a New Invoice Template in QuickBooks Online

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Custom invoice template

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


In the Header region, you have information like the name of the company, its address, invoice date, and billing account information.


In the Table region, you have the guts of your invoice. This is where you list what you’ve sold.


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!

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7 Responses

  1. My brother recommended I would possibly like this blog.
    He was once entirely right. This put up truly made
    my day. You cann’t believe just how so much time I had spent for
    this info! Thank you!

  2. 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?

    1. 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.

    1. 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.

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