How to Customize an Invoice in Quickbooks

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Since QuickBooks is the most widely used accounting program for small business in this country, many business owners can instantly recognize the forms printed by the software package. While it's not an extremely important matter, some business owners prefer that their invoices, sales receipts and other forms look uniquely their own. Customizing an invoice in QuickBooks is easy to do.

Things You'll Need

  • QuickBooks software
  • Your company's logo saved to computer.

Customizing a QuickBooks Invoice

  • Choose the correct template for your business. Open a blank invoice in QuickBooks and look in the upper right hand corner for the word, "template." The program comes with a limited number of invoice templates for product related and service related businesses. Choose the template that fits your type of business, these templates can then be customized to create the columns and rows you wish to use. If none of the templates is to your liking, follow the directions for "Manage Templates" button.

  • Find and click the "Customize" button in the upper right corner. A menu window will pop up titled "Basic Customization." The "Manage Templates" button will allow you to connect to the site at Intuit to download a more suitable template for your business' forms.

  • Find the "Use Logo" box and click it. This will allow you to upload the logo to the forms. The logo will appear in the box with the address and contact information of your business. Below the "Use Logo" box is the "Color Scheme" if you like to print your forms in color and the "Change Font" form. You have the option of choosing a different font for each section of the form. Highlight the section of the form for which you wish to change the font and click the "Change Font" button.

  • Remove or add company information in the form. The bottom section of this window allows the user to either add or remove company information for display on the form. As a default, the name, address, phone, fax, email address and website are all printed on each invoice. Uncheck the boxes for the information you do not wish to be printed on the Invoices.

  • Use the "Additional Customization" button.

    The Header - Click on this button which will open a secondary window. It is here that you will be able to change the words used on the invoice, including the header. It allows you to show information on screen and choose not to print by simply unchecking the box under the "Screen" and "Print" columns.

    Columns - It allows you to change the order in which the columns appear on the invoice by changing the order number. This also allows you to change the title on each of the columns.

    Program Columns - These allow the company to create columns for items that are ordered, previously invoiced, backordered and for the sales order number.

    Footer - This is for the section at the bottom of the invoice that includes the message to the customer, total, payments and credits, balance due, customer total balance and job total balance with the option of the long text to be printed for legal disclaimers, warranties, etc.

    Print - Here you'll find options for the printing of the invoices which can be used to change printer settings and more.

  • Click on the layout designer. The layout designer allows one to change the sizes and widths of each of the rows and columns using a click-and-drag method. Use this option once all other customization has been completed

References

  • QuickBooks Curriculum, Section 2: Customizing Forms, 2007 edition
  • Photo Credit Blue pen in front of invoice image by millann from Fotolia.com fattura 3 image by Rido from Fotolia.com fattura 5 image by Rido from Fotolia.com
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