How to Use the New QuickBooks Online Invoice Layout (2024)

In this blog post, you’ll learn how to create and customize invoices using the latest interface in QuickBooks Online.

Note: This layout may not be rolled out to all QBO accounts yet. If you’d like to play around with it you can use the QBO test drive account. You may need to click an “Update layout” link at the top of the invoice screen.

The New Invoice Screen

To get to the invoice screen click the +New button in the upper left corner. Then click Invoice in the CUSTOMERS column.

Navigating to the invoice screen using the +New button in QBO

Across the top of the screen, you have 4 tabs.

  • Edit
  • Email view
  • PDF view
  • Payor view

Tabs across the top of the new invoice layout in QBO that allow you to see different views of the invoice

These give you a quick way to see different views of the invoice. 

Edit Tab

The Edit tab is where you’ll do most of the work. It’s laid out the way it will look in the PDF view.

At the top, you’ll find your company information on the left and your logo on the right. Both of these can be edited.

Company information and logo at the top of the new invoice layout in QBO

Next is a blue section. This includes everything that was at the top of the old layout. Customer selection, Bill to address, Invoice no. and date, Terms, due date, and custom fields (if you use them).

New QBO invoice layout client and invoice information section

Next, you have Tags, and below that the Product or service section.

In the Product or service section, you now have the option to add a Service date to each line. You then have the same options as before. Product/Service, Description, Qty, Rate, and Amount.

Tags and Product or service section of the new invoice layout in QBO

Customer payment options, which used to be at the top of the invoice screen, are next.

If you click the Edit link it opens the Manage invoice pop-out on the right. Here you can toggle on/off the different payment options, and Tips.

Payment options section of the Manage invoice pop-out in the new QBO invoice layout

You can open or close the Manage invoice pop-out by clicking the Manage button to the right of the tabs at the top of the screen.

Manage button at the top of the new invoice layout in QBO opens the Manage invoice pop-out.

Scrolling down in the pop-out is a More options section. Here you can toggle on/off the Invoice total, Deposit, Discount, and Shipping fee. I have a link to edit Exchange rate. You may see different things here depending on your QBO version/setup.

The More options section of the Customer Payment options editor in the new QBO invoice laytou

The next section in the Manage invoice pop-out is Design. This is where you change the template and toggle on/off the payment link in the PDF version.

Design section of the Manage invoice pop-out in the new QBO invoice layout

The next section in the Manage invoice pop-out is Automation. Here you can setup a recurring invoice and automatic invoice reminders.

Automation section of the Manage invoice pop-out in the new QBO invoice layout

PDF View

The Standard template cannot be viewed in PDF view. You will see the following screen, click Print and download to view it.

The standard template cannot be previewed in PDF view in the new QBO invoice layout

If you use the Modern template you can use the PDF view tab to view the invoice.

PDF view of the Modern template in the new QBO invoice screen

Save / Print / Download

In the lower right corner you have different options than in the previous invoice layout.

On the left, you have a Save button. You can click this at any time to save your progress. Clicking the drop-down arrow gives you the option to Save and new or Save and close.

Save options in the new QBO invoice layout

On the right, you have a Print and download button. Clicking the drop-down arrow gives you the option to Review and send, Print packing slip, Receive payment, or Share link.

Print and download button options to Review and send, Print packing slip, Receive payment, or Share link in the new QBO invoice layout

Review and send

If you select Review and send you get a screen where you can view and edit the email that gets sent to your customer.

Review and send preview in the new QBO invoice layout

The preview on the right is the same as what you’ll see in the Email view tab.

Payor view

This is what the customer sees when they click the Pay invoice button on their invoice.

Payor view in the new QBO invoice layout

That’s the new QuickBooks Online invoice layout. It looks a little different than the old layout. You have to click the Manage button in the upper right corner to edit things. But otherwise it should feel pretty familiar.

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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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This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business. Additional information and exceptions may apply. Applicable laws may vary by state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. Gentle Frog, LLC does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. Gentle Frog, LLC does not warrant that the material contained herein will continue to be accurate, nor that it is completely free of errors when published. Readers and viewers should verify statements before relying on them.

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