Customizing Invoices, Sales Receipts, and Estimates In QuickBooks Online

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The default QuickBooks online forms do not have a professional feel and also do not have enough space to fit all of the information related to customers or your business. It’s imperative to customize sales receipts as they reflect the identity of your business.  Since sales receipts are sent to your customers, you want them to be specialized and contain detailed info, which your customers expect. When you send an invoice for a sale or an estimate for work that you plan to do for them in the future, it must entail all key information related to that specific customer as well as critical details of your business proceeding that are important for them to know.

QuickBooks online allows you to customize invoices, sales receipts, and estimates according to your preferences, with little effort. Invoices can be customized by clicking on the Sales Tab which will entail a Gear Icon that will eventually take you to Account and Settings.  The sales tab allows you to work on the following aspects of your business.

  • Sales form content
  • Messages
  • Online deliveries
  • Statements
  • Products and services
  • Customize look and feel

We are going to focus on the last step which refers to customizing your look and feel in QuickBooks Online.

The Customization Phase

Within the Account and Settings tab, you have to go to the Sales Tab which further allows you to select Customize Look and Feel. Once you have reached this point, you will have the option to select among Custom Form Styles or opt for a New Style by clicking the icon with the same name. This will bring you to the Customize Form Style page where the actual process of customization will take place. There are a total of 5 areas where QuickBooks Online can help you in creating a sales invoice that reflects the true essence of your business.

  • Appearance
  • Style
  • Activity table
  • Header
  • Footer


This is typically the first step in the customization phase and you are offered five templates to choose from, which are mentioned below.

  • Airy
  • Modern
  • Fresh
  • Friendly
  • Bold

Each of the above-mentioned templates has a different formatting style and, based on your preference, you may choose one. This will be the basic layout of your invoice, so choose an appropriate style for a specific invoice.


The appearance section in QuickBooks Online will allow you to customize the following items on your invoices, sales receipts, and estimates.

  • The way your logo appears and setting an appropriate size for it.
  • Once the size is selected, you need to place it in the right spot. Just drag and drop where you want the logo to appear.
  • Selecting a suitable font for your invoice is also done in the appearance section.
  • Setting line spacing according to the length of the invoice is vital, especially in estimates as they happen to be longer than the rest.
  • For non-custom letterheads, you have an option to include page margins.

Activity Table

The Activity Table in QuickBooks online is a very handy tool for very specific situations. All invoices have columns on them and this allows you to customize the appropriate columns on your sales receipts and invoices. There is an option for you to select the quantity in hours if you charge on the bill by hours. You can also change it to weekly or monthly, depending on your choice.


The Header section allows you to make the following changes to your invoices and other documents.

  • The name of the document would appear in the header and any preferred name is selected.
  • Information about your company such as email, phone number, website and other critical details have to be included in the header section.
  • If there are any terms and conditions of the payment, they must also be included in the header so that it is among the first things your customer reads.


The Footer section can either be ignored or used in a way to send a positive message to your customer. QuickBooks Online allows you to customize your footer with an appreciation message for your customer such as ‘we are proud to do business with you’ or any other such comments.

Print and Preview

Once all steps are completed, you can go to Print and Preview at the bottom and see all of the changes that have been made. If you are satisfied, save it and you are ready to send your invoice to the customer.

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