How to Change Invoice Format in QuickBooks

To change invoice format in QuickBooks, first access the Custom Form Styles in QuickBooks Online or the Templates list in QuickBooks Desktop. From there, you can edit your invoice layout, add your logo, adjust fonts and colors, and choose which fields—like customer info, service details, taxes, and payment terms appear. You can also enable payment options such as credit cards or ACH directly on the invoice. 

For added efficiency, integrating DepositFix with QuickBooks lets you sync invoices automatically, generate them in your preferred format, send them as PDFs via email, and record payments seamlessly, while even passing credit card fees to customers if needed.

Access the Invoice Customization Settings

QuickBooks Online (QBO):

1. Log into your QuickBooks Online account.
2. Go to the Gear Icon (⚙️) in the top right corner.
3. Under Your Company, select Custom Form Styles.
4. Here, you’ll see a list of invoice templates you can edit or create new ones.

QuickBooks Desktop:

1. Open QuickBooks Desktop.
2. From the top menu, go to Lists → Templates.
3. Select the invoice template you want to customize and click Edit Template.

Add Your Logo and Branding

A personalized invoice reflects your business identity.

• In QBO, click Edit next to your selected invoice template and upload your business logo.
• Choose a color scheme that matches your brand identity.
• Update fonts and styling so your invoices look polished and consistent.
  

Example: A construction contractor might want bold headers and a simple color scheme to keep invoices clear for subcontractors and clients. A freelance designer might prefer a more creative layout with a logo prominently displayed.

Customize the Layout and Fields

QuickBooks lets you choose which fields to include on your invoices.

• QBO: Under the Content tab, you’ll see three sections (header, table, footer). Select each one to add, remove, or reorder fields such as:
  
  • Payment terms
  • Customer address
  • Service descriptions
  • Subtotals, discounts, and tax lines
    
    
• QBD: In the Additional Customization window, you can check or uncheck which fields appear on the invoice and where they’re positioned.

Pro Tip: Keep only the most important details to avoid clutter. For example, a service contractor may highlight “hours worked” and “rate per hour,” while a product-based business emphasizes item quantities and SKU numbers.

Adjust Payment Options

Invoices should clearly show how customers can pay you.

• In QuickBooks Online, under Payments, you can enable payment methods like credit cards, ACH, or PayPal directly on your invoice.
• In QuickBooks Desktop, add payment instructions in the Footer section, or include them as a custom text field.

This makes it easy for customers to pay faster, reducing delays in your accounts receivable process.

Preview and Save Your Changes

Before sending your invoices to clients:

1. Click Preview PDF in QBO or Print Preview in QBD.
2. Review spacing, alignment, and overall readability.
3. Make sure all legal details (like tax IDs or business registration numbers) are visible if required in your region.

When satisfied, save your changes. You can now apply your new format to future invoices.

Apply the New Invoice Format to Transactions

• In QBO, when creating a new invoice, select the updated Custom Form Style from the drop-down menu.
• In QBD, the new template will be available to select when creating an invoice.

This ensures that every invoice you send moving forward reflects your updated design.

Bonus: Streamline Invoicing with DepositFix + QuickBooks Integration

If you want more control and automation, consider using DepositFix’s QuickBooks integration. With it, you can:

• Sync invoices seamlessly between DepositFix and QuickBooks
• Automatically record payments without manual data entry
• Offer flexible payment options like credit cards and ACH
• Pass credit card fees to customers when needed
• Reduce reconciliation errors and save hours of bookkeeping time

This integration gives you the flexibility of DepositFix’s payment tools combined with the reliability of QuickBooks’ accounting, helping you manage invoicing and payments in one streamlined process.