How to create custom invoices on QuickBooks

beginner 8 min read Updated 2026-03-18

Quick Answer

Create custom invoices in QuickBooks by navigating to the Sales tab, selecting Create Invoice, customizing the template design, and adding your specific products, services, and branding. You can modify colors, fonts, logos, and layout to match your business needs.

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Prerequisites

Active QuickBooks Online account
Customer information added to QuickBooks
Products or services set up in QuickBooks
Basic understanding of QuickBooks navigation

Step-by-Step Instructions

Access the Invoice Creation Page

Log into your QuickBooks Online account and click on the Sales tab in the left navigation menu. Select Invoices from the dropdown menu, then click the Create Invoice button in the upper right corner of the screen.

You can also use the keyboard shortcut Alt+C to quickly create a new invoice.

Select and Customize Invoice Template

Click on the Customize button at the bottom of the invoice preview. Choose from available templates like Modern, Classic, or Friendly. Click Design tab to modify colors, fonts, and layout. Upload your company logo by clicking Add Logo and selecting your image file.

Keep your logo under 1MB and use PNG or JPG format for best results.

Configure Invoice Header and Company Information

In the Content tab, customize your invoice header by editing the Invoice Title field. Add or modify your company address, phone number, and email in the Company section. Set up payment terms by selecting from the Terms dropdown or create custom terms.

Add Custom Fields and Labels

Scroll down to Activity table section and click Custom fields to add additional information fields. Rename column headers like 'Description', 'Qty', 'Rate' to match your business needs. Enable or disable columns such as Product/Service, Description, Qty, Rate, and Amount using the toggle switches.

Custom fields are useful for tracking project numbers, purchase orders, or other business-specific data.

Set Up Footer Information

In the Footer section, add custom messages, payment instructions, or terms and conditions. Enable Customer message to include personalized notes. Add your business website, social media handles, or additional contact information in the footer text area.

Include clear payment instructions and due dates in the footer to improve payment collection.

Configure Email Settings

Click on the Emails tab to customize the email subject line and message that accompanies your invoice. Edit the default subject line in the Subject field and modify the email body text. Enable Online payment options to allow customers to pay directly from the email.

Personalize the email message to maintain a professional relationship with your customers.

Save and Apply Custom Template

Once you've finished customizing, click Done to save your template. Your custom template will now be applied to the current invoice. To use this template for future invoices, click Make default before saving, or select it from the template dropdown when creating new invoices.

Create multiple custom templates for different types of clients or services to streamline your invoicing process.

Common Issues & Troubleshooting

Logo not displaying correctly on invoice

Ensure your logo file is under 1MB in size and in PNG or JPG format. Try uploading a different resolution image or use QuickBooks' built-in image editor to resize the logo.

Custom fields not saving properly

Clear your browser cache and cookies, then try again. If the issue persists, try using a different browser or disable browser extensions that might interfere with QuickBooks functionality.

Invoice template changes not applying to new invoices

Make sure to click Make default when saving your custom template. If already set as default, go to Settings > Custom form styles and verify your template is marked as the default option.

Email customization options not appearing

Verify that your QuickBooks subscription includes email customization features. Some basic plans have limited customization options. Upgrade your subscription or contact QuickBooks support for feature availability.

Prices mentioned in this guide are pulled from current plan data and may change. Always verify on the official QuickBooks website before purchasing.

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