How to Edit an Invoice Template in QuickBooks

To edit an invoice template in QuickBooks, access Custom Form Styles in QuickBooks Online or Templates in QuickBooks Desktop. From there, you can change layouts, colors, fonts, and fields, update logos, headers, footers, and payment instructions to match your branding. QuickBooks allows you to preview changes before saving, ensuring invoices are professional and clear. 

For added efficiency, DepositFix integrates with QuickBooks and lets you apply template edits to synced invoices, enable online payments, and maintain consistent branding automatically.

Access the Invoice Template

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. Find the template you want to edit and click Edit.

QuickBooks Desktop:

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

Modify Layout and Design

• Logo & Branding: Upload or replace your company logo. Adjust its size and placement.
• Colors & Fonts: Change font styles, sizes, and colors to match your branding.
• Header & Footer: Update headers or footers with your business information, website, or disclaimers.
• Columns & Fields: Show or hide columns such as quantity, rate, item description, tax, or customer notes.
  

Example:

Adjust Payment and Online Options

• Enable online payments via credit card or ACH.
• Decide if processing fees will be absorbed by your business or passed to clients.
• If you integrate DepositFix, edits to the template can be applied to synced invoices automatically.

Preview and Test

1. Click Preview PDF to see how the invoice will appear to your client.
2. Check alignment, readability, and that all necessary fields are included.
3. Make additional adjustments if needed.

Tip: Keep multiple templates for different services or client types, e.g., one for construction projects and another for maintenance services.

Save and Apply the Edited Template

1. Click Save to update the template.
2. When creating a new invoice, select your edited template from the Customize dropdown.
3. Ensure all invoice details, branding, and payment instructions appear correctly.

Bonus: Streamline Invoice Editing with DepositFix

When you integrate DepositFix with QuickBooks, you can:

• Sync invoice templates automatically.
• Enable clients to pay online directly through the invoice.
• Reduce manual adjustments and errors.
• Apply edited templates to all new synced invoices for consistent branding.