How to Change Invoice Template in QuickBooks

To change an invoice template in QuickBooks, access Custom Form Styles in QuickBooks Online or Templates in QuickBooks Desktop. From there, you can adjust the layout, colors, fonts, and fields, add your logo, include payment options, and ensure all invoice details are clear and professional. 

For businesses that want to streamline invoicing, integrating DepositFix integrates with QuickBooks and allows you to sync invoices, enable online payments, and maintain consistent branding across all invoices automatically.

Access the Invoice Template Settings

QuickBooks Online:

1. Log in to your QuickBooks Online account.
2. Click the Settings (gear icon) in the top-right corner.
3. Under Your Company, select Custom Form Styles.
4. Click Edit on an existing invoice template or New Style → Invoice to create a new one.

QuickBooks Desktop:

1. Open QuickBooks Desktop.
2. Go to Lists → Templates.
3. Select the invoice template you want to modify and click Edit Template.

Customize Layout and Design

• Logo & Branding: Upload your company logo or adjust its size and placement.
• Colors & Fonts: Choose font style, size, and colors to match your brand.
• Header & Footer: Add custom headers or footers with business info, website, or disclaimers.
• Columns & Fields: Select which fields appear on the invoice, such as quantity, rate, item description, tax, or customer notes.

Example:

Set Payment Options

• Enable online payments (credit card or ACH) directly on the invoice.
• Decide if credit card or ACH fees will be absorbed by your business or passed to the client.
• QuickBooks Online allows automatic linking of DepositFix integration, so payments can sync and invoices can be updated automatically.

Save and Preview

1. Click Preview PDF to see how your invoice will appear to clients.
2. Adjust any fields, fonts, or layout issues if needed.
3. Click Save or Done to apply the template.

Tip: Maintain multiple templates if you bill different types of clients or services. For example, have one template for construction projects and another for consulting services.

Apply the Template When Creating an Invoice

• When creating a new invoice, select your desired template from the Customize dropdown.
• Ensure that all invoice details, branding, and payment instructions are correctly displayed.
• Send invoices as PDF via email or print them for physical delivery.

Bonus: Streamline Invoicing with DepositFix

Integrating DepositFix with QuickBooks allows you to:

• Sync invoices automatically with QuickBooks.
• Enable clients to pay online directly through the invoice.
• Reduce manual entry and reconciliation errors.
• Pass credit card fees to customers if desired.
• Apply the same template to all synced invoices for consistent branding.